At some point, every organization experiences turnover. When a Virtuous CRM+ user leaves your organization, you'll want to make sure that they no longer have access to your Virtuous CRM+ database. Once added to your organization, users cannot be deleted. This preserves the history of any actions taken by a particular user. Instead, you'll need to deactivate access for any users who are no longer with your organization. Use this article to learn how to deactivate a user and additional next steps to review in CRM+.
Deactivating a User
To get started, navigate to Settings and select Team Settings.
There, look for the user you wish to deactivate. If you have a large number of users, use the Filter on the left to narrow results.
Click on the edit icon to the right of the user you wish to deactivate to open the edit panel. Then, at the bottom of that screen, click the Deactivate User button.
This prevents your organization from missing touch points with donors because of staffing changes. After you have assigned the (soon to be deactivated) User’s tasks to an active User and have checked the box next to “I understand and want to proceed,” click Deactivate and you'll return to the Manage Team screen. The user you have deactivated should no longer be listed.
Users whose access has been deactivated will be listed separately. To view the list, click the Actions button in the upper right, and then Inactive Team Members.
If a user returns, you can always re-enable access for that user by searching for them in the inactive users list, and clicking the Activate Member icon to the right of their name.
Next Steps When a User Leaves Your Organization
When deactivating a user, there are a few additional actions to take to prevent any data from falling through the cracks.
Review Organization Groups
Re-assign any Organization Group team members to another active user. This ensures that supporters continue to have a designated fundraiser. You may also need to reevaluate and adjust the permissions for the newly assigned team member, especially if this shift in responsibilities requires elevated access. Click here to learn more about Organization Groups.
Review User-Specific Tags
Review if there are any user-specific Tags. Did this user create labels for Contacts that require a new meaning or should be retired altogether? Click here to learn more about Tags.
Review Automation Workflows
Review Automation Workflows where this user is the assigned user in Task or Follow actions. The Workflow action will indicate the user is not active, but the action still must be modified. Update those assigned users so new Tasks and Follows are not routed to a deactivated user. Click here to learn more about Workflows.
Check Schedule Reports
Check for any scheduled Reports that were assigned to the user. The scheduled run will not be sent to the deactivated user. If the report needs to be sent to a different user, you’ll need to modify the schedule.
Any Queries or Reports that were marked as Public will still be available to the rest of the organization, however, we recommend Admin make copies, so they will be marked as the owner. Any Reports or Queries that were not marked as Public will not be accessible once the user is deactivated. Click here to learn more about scheduling Reports.
Review Any Relevant Integrations and System Notifications
Review and modify any integrations or Form Submission where the user has selected to receive system notifications (e.g., they originally configured a sync or API key). The notifications will not be sent to the deactivated user, but to ensure no issues arise, we recommend you direct these to another active user or shared inbox to receive these notifications.
Check Project Ownership
Review and modify any Projects where the deactivated user was assigned as the Project Owner. Deactivating them will not automatically remove them from the Project. Click here to learn more about Projects.
Review Gift Ask Assignments
Review and modify any Gift Asks where the deactivated user was the Assigned Team Member. Deactivating them will not automatically remove them from the Gift Ask. Click here to learn more about Gift Asks.
Email From Name and From Address
Review and modify any email template where the deactivated user was used for the email From Name and From Email address. This is to prevent any supporters’ responses to be directed to the wrong person or inbox. Click here to learn more about building emails.