If you manage an organization, it's likely that at some point you will need to offboard a user from your systems, for example when an employee leaves your company. With Read, organizations that manage their users' accounts via a workspace have several options for offboarding.

The generally recommended way to offboard someone from your Read workspace is to deactivate their account and then transfer their reports to another user. This will ensure that:

1. The user no longer has access to Read
2. They are not using up one of your workspace's licenses
3. Their reports can still be accessed by an appropriate party (e.g. their manager or IT admin)

Alternatively, admins can simply remove a user from their workspace, but this would only accomplish (2), and not (1) or (3). We describe this and some other options further below. 

Deactivating users

Deactivating a user in your workspace is quick and easy to do. Once a user is deactivated, their account will become dormant and they won't be able to log in to Read with that account. Regardless of their prior account settings, deactivated users will no longer trigger any activity, like having the Read Assistant join a meeting. And importantly, they won't count towards your total used licenses, so you can add someone else to your workspace or decrease your total licenses for your next billing cycle.

After deactivating a user, you'll also have the ability to transfer their meeting reports to another user. Users can even be reactivated if the need ever arises, however there is no way to undo the report transfer.

To deactivate a user:

1. Go to Workspace Settings > People
2. Find the user(s) in your member list by searching or sorting
   • You can select multiple users at a time using the checkboxes on the left
3. Select the "Deactivate" option
   • For a single user, you can find this in the three dot menu on the right
   • If you select one or more users with the checkboxes, you can select "Deactivate" from the menu at the bottom middle of the screen and click "Continue"
4. You'll see a confirmation dialog, which also includes an option to transfer their reports after deactivation
5. Click to confirm, and then optionally proceed to transferring their reports

Reactivating users can be done in much the same way.

Transferring reports

You can only transfer meeting reports from a deactivated user (see above for how to deactivate users). Transferring will only apply to reports that belong to your workspace, meaning if that user had any reports in their account before they joined your workspace and they didn't use the "Migrate Data" option, those reports will not be transferred. Even if you don't transfer reports immediately after deactivating a user, you can always go back and do so later.

By default, transferring only applies to reports that are owned by the user, however you'll also have the option to transfer access to reports that were shared with the user. In this case, the recipient would get the same viewer or editor access that the deactivated user had on all reports belonging to your workspace.

To transfer a deactivated user's reports:

1. Go to Workspace Settings > People
2. Find the deactivated user(s) in your member list that you want to transfer reports from
   • You can use the "Status" filter in the top left to only show deactivated users
   • You can select multiple users at a time using the checkboxes on the left
3. Select the "Transfer Reports" option
   
   • For a single user, you can find this in the three dot menu on the right
   • If you select one or more users with the checkboxes, you can select "Transfer Reports" from the menu at the bottom middle of the screen and click "Continue"
4. You'll see a pop-up dialog that asks you to select which user you would like to transfer the reports to. 
   • This user will become the new owner for all of the deactivated user's reports that are in the workspace
   • You can only select one recipient at a time, so if you have multiple deactivated users and want to transfer their reports to different people, you'll need to do those transfers separately 
5. Optionally, you can select to also transfer their shared report access
6. Once you click "Transfer Reports", the transfer process will begin

1. • You'll see a progress bar in the bottom right while the transfers occur
   • After transferring is complete, the deactivated user will show a "Reports transferred" icon next to their name
2. The receiving user will be notified via email, and they can find and their transferred reports using tags (one tag called "Transfer" and another with the name of the original user)

Transferring cannot be undone, but transferred reports can still be transferred again if the new owner's account becomes deactivated.

Other options

While Read makes it easy to remove people from your Workspace which will free up a license, removed users still have access to their account and any past reports that were shared with them directly, so this may not be sufficient for your needs. That said, this option could make sense if the individual had been using their Read account for personal use outside of your organization, and they want to continue using it after leaving.

If your workspace is using SAML SSO (Enterprise+ only feature) and you have the Enforce SAML on Verified Domains setting enabled, then you can also quickly offboard users via your SAML platform:

1. First, revoke the user's access to Read via your SAML platform's configuration. The exact steps to do this will depend on which platform you're using, e.g. here are instructions for Okta.
2. Then, deactivate or remove the user from your workspace.
   1. The user will be locked out of the account after the first step, but deactivation will allow you to transfer their reports.
   2. If you deactivate, removal is generally not necessary as deactivated users won't count towards your total licenses.

Note that if you are not enforcing SAML as the only login method for users on your domain(s) and then simply remove the user without deactivating, they can still log in using any other method they had on their account, like email and password.