When an Employee Email user is leaving your organization or permanently handing over responsibility for their internal communications to a colleague, it can be important to remove their access as soon as possible while also ensuring that other members of the departing user's group are still able to access their content as needed.
A self-service menu option for Employee Email web app customers enables deactivating Employee Email users.
Ownership of the deactivated user's resources (any distribution lists, Email Designer drafts, or templates) transfers automatically to the account that deactivated them.
If your organization has the Staffbase Intranet and/or App solutions integrated with Employee Email, and you need to remove users who have access to both App/Intranet and Email, remove them from your App/Intranet and contact Staffbase Support or your Customer Success Manager to complete their deactivation.
Prerequisites
- You have a standalone Employee Email instance that is not integrated with Staffbase App/Intranet
- You have an Employee Email account with the required access enabled
Staffbase recommends using an Admin or Parent Admin account
Preparing to Deactivate a User
- Confirm that the user you are deactivating no longer needs access to Employee Email.
Warning: Deactivation is not designed to be easily reversible. The email address of a deactivated Employee Email user account cannot be used to create a new account. To re-activate a user account, contact Staffbase Support.
- Check if the user to be deactivated has any scheduled emails in the Employee Email web app or an email client add-in/extension. If possible, arrange to transfer responsibility for sending these emails to another user before deactivating.
Emails scheduled using the web app will still be sent from the deactivated user's email address.
Learn how each add-in/extension handles emails scheduled by deactivated Employee Email users.
- Check if anyone else in the organization will need access to the user's sent emails after they are deactivated.
If access is needed, the user must already belong to or be added to a group with Shared Views + Shared Emails settings configured. This will allow other group members to see their sent emails and related tracking data.
Resource Transfer After Deactivation
If the deactivated user owns any of the following resources, they will be transferred to the account you signed in while deactivating them.
As the new owner, if enabled, you can share the following resources with the deactivated user's colleagues who may need access:
- Email drafts built into the web app
Learn how each add-in/extension handles emails drafted and scheduled by deactivated Employee Email users - Templates, shared via folders
- The user's custom Dynamic and Static lists of email contacts
- Integrated lists that the user has synced from Microsoft Entra ID and/or Workday
If access to the deactivated user's sent emails is needed, they must already belong to or be added to a group with Shared Views + Shared Emails settings configured.
When you deactivate an email account, any links in emails from that account might stop working because their access rights are removed. To prevent this, you can keep the account active. This will maintain access to the links. It is important to note that this could potentially raise security concerns and incur extra costs.
Deactivating a User
This self-service option to deactivate a user is only available to Employee Email customers with Employee Email without an App/Intranet integration.
If you have App/Intranet integrated with Employee Email and need to remove users with access to both App/Intranet and Employee Email, you cannot deactivate them directly from the Studio or web app.
Remove users from your App/Intranet, then contact Staffbase Support or your Customer Success Manager to complete their deactivation.
Warning: Deactivation is not designed to be easily reversible. The email address of a deactivated Employee Email user account cannot be used to create a new account. To re-activate a user account, contact Staffbase Support.
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On the Team page of the Employee Email web app, click the three dots next to the user you want to remove.
Click Edit User.
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Click Deactivate User.
If the user has scheduled any Email Designer drafts via the web app, a dialog with a list of these draft emails displays.
If enabled, reschedule these emails by navigating to Email > Drafts.
Contact Staffbase Support, your Parent Admin, or Customer Success Manager for necessary assistance.
- Click Continue.
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The Deactivate User confirmation dialog opens.
Note: If the deactivated user owns any resources (drafts, templates, or distribution lists), they will be transferred to the account you signed in with while deactivating them. - Click Transfer and Deactivate.
You have deactivated the user. They are now automatically signed out of their Employee Email account, and their credentials will no longer work. Ownership of their resources is transferred to your account.
Check with the deactivated user's group members to confirm they can still access all the shared resources they need. If necessary, adjust group memberships and Shared Views + Shared Emails settings.
For any further assistance, contact Staffbase Support.
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