When an Administrator is preparing to leave an organization, it’s essential to proactively manage their access and responsibilities to ensure continuity and security. This article outlines the key steps to follow, including Delegating Permissions, Managing Group Memberships, Updating Calendar Invitations, and Removing Alternative Email Accounts.

1. Delegating Admin Permissions

Note: Only Organization Admins can delegate Admin Permissions.

Steps to Delegate Admin Permissions

The departing Admin will need to begin by delegating Admin permissions for all objects in OnBoard that they’re an Admin of. These objects include: Meetings, Resources, Actions, and Groups.

Admin Permission Delegation Steps:

1. Select Your Name and/or Image in the bottom left of the screen
2. Select Profile
3. Select the Settings tab
4. Scroll to Organization Settings select Delegate Admin Permissions
5. Confirm and Continue
6. Select the member to delegate Admin permissions to and select Continue
7. Confirm your password to finalize the delegation process

The Departing Admin will receive a confirmation email when the delegation is complete.

When complete, have the member who had the permissions transferred to them confirm they have the appropriate access.

For more details, review the OnBoard Administrator Permissions Delegation Article.

2. Archiving Past Meetings

Archiving a meeting in OnBoard creates a permanent historical record of that meeting. This helps organizations maintain compliance, transparency, and accountability by preserving records for audits and legal requirements.

Archiving meetings ensures that the departing Admin's information is retained in the Permission Snapshot report. This report displays all meeting invitees and their permissions at the time the meeting was archived.

Meeting Archival Steps

Take the steps below to archive a meeting.

1. Navigate to the Meetings list.
2. Select the 3-dotted menu on the meeting panel.
3. Select Archive.
4. Select Yes to confirm.

Note: Only a Meeting Admin can archive the meeting. Once archived only the permissions of the meeting can be edited and archiving is a permanent action.

Review the Archiving Meetings article for more information. 

3. Removing the Admin from Groups

Removing the departing Admin from all Groups ensures that they’re removed from all objects associated with the Group prior to deleting them from the Directory.

Group Management Steps

Take the steps below to remove the departing Admin from a Group.

1. Navigate to the Directory
2. Select the Groups tab
3. Select Manage Members and select the X to the right of the departing Admin to remove them from the group
4. Select Save Changes

If the admin was the sole Admin of a group, assign a new Group Admin before removing the departing Admin to prevent orphaned groups.

For more information, review our Creating and Managing Groups article.

4. Removing Users from Meeting Calendars

Removing the departing Admin from OnBoard WILL NOT remove them from calendar invitations used via the calendar integration or external calendar invites.

Ensure the departing Admin is removed from all calendar invitations by opening each event on the invite owner’s calendar and removing them from the attendee list.

For more information, review the Calendar Integration article. 

5. Removing Alternative Email Accounts

If the departing Admin’s email was added as an Alternative Notification Address in any user’s profile settings, they’ll continue to receive notification emails from OnBoard.

Steps to Remove Alternative Notification Addresses

Organization Admins can remove/update Alternative Notification Addresses in other users’ profiles. To remove Alternative Notification Addresses, take the following steps:

1. Select the user’s name or image from the Directory
2. Select the Settings tab at the top of the profile page
3. Select Alternative Notification Addresses
4. Select the X next to the email address to remove it
5. Save Changes

6. Removing Users from OnBoard

A user can be deleted from your Organization permanently. However, please note that deleting a user from the Organization does NOT delete their OnBoard account. They will still have an OnBoard account but will be fully removed from your Organization in OnBoard, and all OnBoard app data will be removed from their mobile device.

Note: Roles & Terms information will be retained for deleted members.

To delete a user:

1. Navigate to the Directory
2. Select the 3-dotted menu to the right of the user’s name
3. Select Delete Member

You'll be asked to confirm this step since this is a permanent deletion. Select Yes, Delete and the user will be removed from the Organization.

OnBoard Organization Admins can delete themselves from an organization. When deleting yourself, you will receive a prompt confirming that you'd like to permanently delete yourself from the Organization. Once deleted, you will need to be re-invited to the Organization to regain access. 

There must be at least one Admin for an Organization. If you attempt to delete yourself and there are no other Admins in your Organization, you'll receive a prompt notifying you that you cannot remove yourself. 

For more information, review the Removing Users From Your Organization article.

Final Notes

• Always document the transition process and retain approval records.
• For complex transitions, consider scheduling a Teams meeting with OnBoard Support for guided assistance.
• Use the OnBoard Help Center or contact your Customer Success Manager for additional help.