Team members come and go over time, but their responsibilities and conversations still exist within your company. Before you remove their access, let’s review our best practices for offboarding team members.
In this article, you will learn:
- How to convert a team member’s personal inbox to a shared inbox.
- How to reassign cards and tasks.
- How to remove the user.
How to Convert a Personal Inbox to a Shared Inbox
To manage a past team member’s inbox, you can convert it to a Shared Inbox in order to monitor any existing and open conversations as well as any new or incoming conversations.
In Settings, select Company Info & Team.
- Locate the team member under Member.
- Click on the Edit pencil ✏️ icon to open their User details.
- At the bottom of their profile, you’ll see a list of all of their inboxes. Click on the 3 horizontal lines (hamburger icon). Then, select Convert to a Shared Inbox.
- After converting the inbox, you should be automatically added as a user to the inbox. If the owner of the inbox converts their Personal Inbox to a Shared Inbox, they will need to add any applicable users.
How to Auto-Assign Conversations
When a team member leaves, you’ll eventually want to shut down their inbox. As new emails come in, you can set an auto-assign rule to assign all incoming messages to a specific user or team. Using Teams in Aptly allows you to add and remove users yet reduce the number of times you’ll need to change individual cards, tasks, and conversations. More details on setting teams can be found in this article: Set Up Aptly Teams
How to Bulk Assign Conversations
- Select all applicable conversations.
- In the Bulk Actions menu above, click the Assign 👤 icon.
- Select the new assignee. The conversations will automatically be assigned to the user and found in their Assigned to Me folder.
How to Reassign Cards and Tasks
You’ll now do this when you remove the user. See the steps below.
How to Remove a User in Aptly
The last step to offboarding a user is removing them from Aptly. To remove a user in Aptly, you can do so from the Company Info & Team section in Settings.
- Locate the user that you want to remove.
- Click on the Trash Can Icon.
- Type in the word “delete.”
- Select Unassigned or select a user to reassign cards and tasks to.
- Click Confirm. The user is now removed from your company and all cards and tasks are now reassigned.