When an employee leaves your organization or no longer needs access to Teamflect, it’s important to offboard them properly to keep your user list up to date and maintain security. Teamflect lets administrators remove or deactivate users so that former team members no longer appear in active workflows or consume license seats.
This article walks you through the steps to offboard users in Teamflect and explains what happens to their data and access once they’re removed.
As an End-User
While Teamflect doesn't provide a direct self-offboarding action for end-users, they can delete their account following these steps. You can do this by:
Navigate to "Settings & Profile" section and click "My settings" in the Teamflect app.
Use the “Delete Your Teamflect Account” feature to initiate account removal.
Once deleted, their access ends, and they no longer appear in active user listings.
For more information, you can check 🔗 How to Delete Your Teamflect Account
If you are not able to see this option on your Teamflect Settings, please contact your Teamflect Administrator.
As a Teamflect Administrator
Removing a User
Admin roles (Global, Scoped, Configuration Editor) can manage user offboarding.
Log into the Admin Center via the Teamflect app or go directly to admin.teamflect.com.
In the left-hand menu, go to "Users" → "Active Users".
Search for the specific user and click the trash bin icon to remove them. Confirm the deletion.
If you're using automatic license management (sync with Microsoft 365), the user may still be able to sign in later unless they are deactivated in Azure AD. To prevent future access, consider enabling automatic synchronization with your Microsoft 365 directory.
Related Article 🔗How can I remove users from Teamflect?
Viewing Deleted Users’ Data
Admins, specifically Global Administrators, can still access data from deleted users. Use the “Include deleted users” checkbox in user searches to reveal deleted user profiles. From there, you can view the user’s historical data—including files, tasks, goals, notes, and more.
Additionally, reports can be filtered by Employee Status = “Deleted” or ''Ex-owner,'' indicating that they had some assigned items in Teamflect, to view aggregated data across modules.
Related Article 🔗 How to see deleted users' data in Teamflect
What Happens to a User’s Data When Offboarded
Their account is removed, preventing access. However, their historical contributions (goals, tasks, notes, recognitions, etc.) remain accessible to admins. This design supports continuity, compliance, performance audits, and knowledge transfer.
If permanent deletion of user data is a legal or compliance requirement, reach out directly to Teamflect Support to inquire about options.
For knowledge continuity, use exported reports to reassign or manually replicate necessary goals or tasks under a new user.
Leverage administrative and reporting filters to maintain visibility into past user activity for future audits or reviews.
Module-by-Module Behavior When a User Leaves
1. Meetings
Meeting notes created by the departed employee or manager remain in the system but are not transferred to anyone else.
If the departing user was a manager, the new manager will not see the former manager’s historical meeting notes about their team members.
Only Global Admins can still access these via reports.
2. Goals
Goals created by or assigned to the departed user remain intact in the Goals module and on their user profile.
These goals must be manually reassigned or deleted by Admins or Managers who have permissions.
Nothing is automatically transferred to the replacement manager or employee.
3. Reviews
All review forms (self, manager, peer, upward) remain intact.
If a reviewer leaves during an active review cycle:
Admins must manually reassign that employee’s manager-review form to the new manager. Here's how.
Previously submitted responses stay unchanged and are not deleted.
Completed reviews remain available in reporting for audit and compliance.
4. Tasks
Tasks created by or assigned to the departed user stay intact in the Tasks module.
Admins or managers with appropriate permissions can:
Reassign tasks
Delete tasks
Task history remains visible in reports.
5. Surveys
Submitted surveys remain intact.
Incomplete surveys cannot be reassigned once the user has left.
If a survey was sent to a user who has since departed, the incomplete entry should be deleted for data accuracy.
6. Recognitions
Recognition badges stay intact and visible across the system.
They are not deleted automatically, even if the sender or receiver leaves.
Admins may delete specific recognitions if needed.
7. Feedback (Given / Requested)
All feedback (given, received, and requested) remains in the system.
Admins cannot modify or reassign feedback items after a user leaves.
If there are pending feedback requests addressed to/by departed users, admins may contact [email protected] to cancel them manually.
8. Notes
Notes created by the departed user stay intact and are still visible to Global Admins via reporting.
Notes are not transferred to new managers, and replacement managers cannot access the former manager’s notes for privacy and security reasons.
Beneficial Use Cases
1. Security & Access Control
When an employee leaves, off‑boarding ensures their access to Teamflect is removed so former staff cannot view or alter any data.
2. Maintain Clean Active User Lists & License Management
Off‑boarding frees up licenses and keeps the system tidy by ensuring only current employees are shown as active users.
3. Preserve Historical Data for References & Audits
Even after off‑boarding, Teamflect allows viewing of deleted users’ data (goals, feedback, tasks) for compliance, performance review, or when transferring ownership of projects.
4. Automated Off‑boarding Based on Directory Changes
Enabling features like “Automatically remove departed users from Teamflect” means that when an Office/Microsoft Azure account is deleted, the corresponding Teamflect user is off‑boarded automatically, reducing manual work.