How to Remove a Team Member
Removing a team member is permanent and cannot be undone. Before you delete anyone, understand exactly what gets deleted and what gets preserved — and complete the preparation steps below to avoid losing critical data.
Before You Begin
What gets deleted permanently:
- Their email and letter templates
- Their calendar appointments (past and future)
- Their personal settings and preferences
- For Power Users: their autoresponders, landing pages, to-do plans, and other automation systems
What gets reassigned automatically:
- Their contacts move to the Account Owner
- Their deals move to the Account Owner
- Their open To-Dos move to the Account Owner
- Their notes and email history remain on contact records
💡 If this is a temporary situation — leave, suspension, or a transition period after someone's last day — use Sign In Disabled instead of deletion. Disabled accounts preserve all data and can be reactivated at any time.
Watch & Learn
🎥 Video: Remove a Team Member
Step-by-Step Instructions
Step 1: Export Templates and Data You Want to Keep
Use the Sign In button on the team org chart to access their account. Go to Settings > Email Templates and copy any valuable templates into your own account. If they are a Power User, review their landing pages, autoresponders, and workflows and save any configurations you want to recreate.
This step is critical. Once you delete the account, these are gone permanently.
Step 2: Reassign Their Contacts Strategically
The system will automatically move all their contacts to the Account Owner on deletion — but that is rarely what you actually want. Use the contact reassignment tool before deletion to distribute contacts to the right team members. See How to Reassign Contacts Between Team Members for instructions.
Step 3: Disable Their Account
On their settings page, check Sign In Disabled and click Save. This blocks their access immediately while giving you a buffer period to complete the transition. Keep the account disabled for at least 30 days before permanent deletion to ensure nothing was missed.
Step 4: Delete the Account
When you are ready, go to Settings > My Team > Manage Team Settings, click their name, scroll to the bottom, and click Delete.
Step 5: Review the Deletion Summary
The confirmation screen lists exactly what will be deleted and what will be reassigned. Read every line. If the number of contacts being reassigned to the Owner is higher than expected, it means you missed some contacts in Step 2. Click Cancel and complete the reassignment before proceeding.
Step 6: Confirm Deletion
Check the confirmation box and click the final confirm button. The deletion is immediate and permanent.
Step 7: Verify
Check the team org chart to confirm the team member no longer appears. Spot-check that contacts landed in the right databases and that deals and tasks transferred correctly.
Questions and Answers
Q: Can I recover a deleted team member's templates or calendar appointments?
A: No. These are permanently deleted. There is no recovery option, which is why exporting before deletion is essential.
Q: Does deleting a team member reduce my monthly bill?
A: Yes, if the user was not included in your plan user amount. The $15/month for that team member is removed from your next billing cycle automatically.
Q: What if I need to remove someone immediately for security reasons?
A: You can complete deletion right away.
Q: Can the deleted team member's email address be reused for a new account?
A: Yes. Once deletion is complete, that email address can be used for a new team member. The new account has no connection to the deleted one.
Guide Type: How-To Guide
Estimated Time: 30 minutes (preparation may take longer depending on data volume)
Video Transcript
When someone leaves your team, a few quick steps make sure nothing gets lost.
First, stop them from signing in. Click your profile picture, choose My Team, and click Manage Team Settings. Click their name. Check Sign In Disabled, then click Save. They can't sign in now, but everything they did is still here. This is also handy for a leave of absence, because you can turn it back on later.
Next, if they had their own contacts, move them to the right person. You can do this any time contacts need a different owner, not only when someone leaves.
Open Contacts and click Contact List. In the Team Database list, choose Drew Patel to see only Drew's contacts. Click Send Results to Group Actions. Click Group Edit. Under Team Database, click Change to, and choose Sam Ortiz. Click Apply Changes, then click Yes, Confirm Group Edit. Drew's contacts now belong to Sam.
Now you can remove Drew. Go back to My Team, click Manage Team Settings, and click Drew's name. Click Delete.
The system spells out what will happen. Anything you didn't move goes to you, and Drew's calendar appointments are deleted for good. Check the box to say you understand, then click OK, Cancel Team Member and Re-assign Data. Drew is no longer on your team.