When removing a user from your account, it’s important to ensure that all associated responsibilities, data, and permissions are properly managed. Below are some of the most common questions users ask about the process.

See: How do I add, remove, or replace Users in Wealthbox?  for guidance on managing users in your workspace.

Q: Who can remove a user?
A: Account owners and admins with "Manage Users" privileges can remove users.

Q: Do I need to remove a user from each workspace individually?
A: Yes, users must be removed from each workspace individually. Removing a user from one workspace will not automatically remove them from others. To fully revoke their access across all workspaces, you’ll need to manually remove them from each one.

Q: Can I set a user to inactive or pause their account instead of removing them?
A: No, users cannot be set to inactive or have their accounts paused. To revoke access, the user must be fully removed from the account.

Q: Can I change a user's password so they cannot gain access?
A: No, it's not possible to change another user's password. The only way to prevent access is by removing the user from the account.

Q: Can a removed user be reinstated later?
A: Removing a user from your account deactivates their access, but does not permanently delete their profile. If you wish to reactivate them later, you can simply re-invite them using the same email address.

They won’t receive a new invitation, but they’ll be able to sign in with their existing credentials just as they did before and can use the "Forgot password" feature to regain access.

Q: HISTORICAL DATA: What happens to the user’s data when they are removed?
A: When removing a user from Wealthbox all data such as notes, contacts, workflows, and tasks added by this user will remain for historical reference. You will continue to be able to search and reference the activities.

Q: TASKS & WORKFLOW STEPS: What happens to assigned Tasks and Workflow steps when I remove a user?
A: When a user is removed, their name will no longer appear as a filter option on the Tasks screen. However, any tasks that were assigned to them will still be visible if you select the "All Users" filter.

If you want to view only the tasks assigned to the removed user, you can create a Task Report and apply filters to exclude all active users (e.g., Assigned to is not User 1, Assigned to is not User 2, etc.). This will isolate tasks that were assigned to the removed user.

If the removed user had active tasks or workflows assigned to them, the Wealthbox Support Team can assist with bulk reassignment. Just email support@wealthbox.com with the names of both users (the one removed and the one who should take over the tasks), and specify whether you'd like the reassignment to happen immediately or at a specific date/time.

For Workflow templates that included steps assigned to the removed user, those templates will be marked as "Requires Update". You can edit the templates to reassign those steps to another user.

Completed and historical tasks will remain in the CRM and can be viewed from both the contact and task screens for reference.

Q: SYNCED CALENDAR: What happens to a removed user's synced calendar in Wealthbox?
A: When a user is removed, their synced calendar is not retained in Wealthbox. However, if you or another active user were listed as an invitee or attendee on their events, those events will remain visible on your synced calendar and on related contact records, as they are now associated with an active user.

If you need to locate events created by the removed user, you can run a report using the filter "Created is not" and select all currently active users under “value.” This will show you events created by inactive users. From the report results, you can click into individual events and manually add an active user under "Invited Users" if you'd like the event to appear on their calendar.

Q: "ASSIGNED TO": How can I bulk update the "Assigned To" field from one user to another?
A: To bulk reassign Contacts from one user to another, you’ll need to complete the update before deactivating or removing the original user.

Here’s how to do it:

1. Go to the Contacts tab.

2. Click the filter button, select "Assigned To", and choose the user whose contacts you want to reassign.

3. Once the list populates, check the box next to “Name” to select all contacts.

4. Click “Bulk Actions” > “Update: Assigned To” and choose the new user.

This process will transfer ownership of the selected contacts to the new user in just a few steps.

💡 Best Practice Tip - Bulk Tagging Contacts Assigned To A User: If you do not have a direct swap to make, you can filter by assigned to and bulk tag all of the contacts before removing the user. This will allow you to later filter by the tag and assign the new user once they are hired or established. This can also be done to assign contact roles.

Q: SYNCED EMAIL: What happens to synced emails when a user is removed from Wealthbox?
A: The Wealthbox Mail email sync is an active sync, and we do not store copies of emails on our servers. When a user is removed or if they manually disconnect their email, all synced emails will no longer appear in Wealthbox.

If you want to preserve important emails, you have a couple of options:

Common Ways to Retain Email Access:

1. Link the removed user’s email to another active user:
   After the user is removed, another team member (often the account owner) can link the removed user's email address as a secondary email under Settings > Email > Email Accounts.
   
   Note: Additional synced Individual email addresses beyond the first incur a $9.95/month charge.
   
   ‼️ Important: The removed user's email account must remain active at the email provider level in order for the sync to function.
   
   This is the most common solution, but it may not scale well if multiple users are removed or their email accounts become inactive.
   
   
2. Migrate emails through your email provider:
   Some users choose to work with their email provider to migrate copies of emails from the removed user’s account into another active user’s email, or into a new, dedicated address (e.g., ArchivedUsers@YourDomain.com) that is synced with Wealthbox.
   
   Additionally, many teams set up email forwarding rules so that future messages sent to the removed user's address are automatically routed to a current team member. We recommend checking with your email provider to explore this option.
   
   If you'd like to save individual emails into Wealthbox, you can use the BCC Email Dropbox feature, but each email must be sent in manually.