This article provides the following materials and instructions:
1. What happens to the data entered by the removed user?
All data entered by a user who has been removed will remain in the CRM.
2. How to remove a user while keeping the position?
To remove a user, go to Account Settings and then the Users tab. In the actions for the position of the person, select Remove user and, as shown in the screenshot below, uncheck the Remove the seat as well box.
Important: At the bottom of the user list, a checkbox labeled Show removed users in filters will appear. It is advisable to check this box to assign the same contacts and other objects to the new person.
3. Suspending a user versus deleting a user
Suspending an account means blocking access for a specific period, e.g., during a long vacation or illness. Suspension is useful when you do not intend to part ways with the employee and do not want their account and settings to be deleted. If you remove the account, it will need to be re-added.
4. Adding new user
To add a new user, go to Account Settings and then the Users tab. Click the Invite users button on the right side.
A window will open showing the number of available seats.
There are two options for adding a new user:
Enter the email address, select the team they should belong to, and choose their role in the team. After entering the information, click Send. The new user will receive an email invitation to Livespace.
Use the Add user button directly in the lower right corner. After entering the details, click Add. An email with a temporary password will be sent to the added person, which they will change upon their first login.
5. Transferring objects from a deleted user to another
To transfer objects, use the List operations available from Contacts (both Companies and People), Tasks, Deals, and Spaces. The example below shows transferring Companies from a removed user to another; similar steps should be followed for other objects.
Using the Owner filter, select the removed user. Thanks to the Show removed users in filters function (mentioned in section 2), you can choose the specific person even though they are no longer a CRM user. The note (removed) will appear.
After selecting the filter, select the Companies to be reassigned to the new person and through List Operations change the user.
A window will open in which you should select The Role of the object and a User from the list. Then save the data.
With the above actions, the new employee will replace his predecessor at Livespace.