If you manage an organization, it's likely that at some point you will need to offboard a user from your systems, for example if an employee leaves your company. While Read makes it easy to remove people from your Workspace, removed users will still have access to their account and their past reports, so this may not be sufficient for your needs.

The easiest way to offboard users is by using SAML SSO, which is an Enterprise+ only feature. This page will explain the recommended steps for offboarding a user from Read, with or without SAML.

With SAML SSO

If you have enabled SAML SSO for your Workspace and chose to configure it such that SAML is the only allowed login method, then offboarding a user is very easy:

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, remove the user from your Workspace.

Note that this will only work if you opted to require SAML as the only login method for users on your domain(s), otherwise the user could still log in using any other method they had on their account like email and password.

Without SAML SSO

Step 1: Assume control of the user's account

If the user belongs to an organization that you manage, you will most likely have access to their email account, or some way to obtain access. As long as you have access to the user's primary email address, you can gain access to their Read account using the Forgot password page. If the user has an email and password login with Read, you'll receive an email with a link that you can use to set up a new password for the account.

Alternatively, if they used one of the SSO login methods (e.g. sign in with Google or Microsoft), you should be able to access their Read account by resetting their password in the SSO platform, and then using SSO to log in to Read.

Step 2: Deactivate or delete the account

Once into the user's account, you will need to decide whether you want to deactivate or delete the account:

Deleting the account is the easiest and quickest option. Deleting the account will guarantee that the user can no longer access or use Read, and will remove them from your Workspace. However, deleting the account is also potentially risky, for a few reasons:

• If the user owns any meeting reports that nobody else has editor access to, then once their account is deleted the report will have no editors and you won't be able to share it with anybody else in the future.
• If the user owns any meeting reports that were generated before they joined your Workspace, unless someone has used the "migrate meetings" feature, those reports will get deleted when their account is deleted.
• Deleting an account is final and cannot be undone (by you or by anyone at Read)

To delete the account, simply scroll to the bottom of the Account Settings page, click the red "Delete my account" button and confirm. For more details, see How do I delete my account?

If you would rather not delete the account, your other option is to deactivate it. To do this, go to Account Settings > Integrations and toggle off any active integrations (flip the switch from green to grey). For more details, see How do I deactivate my Read account?

If you chose to delete the account, you are now done with offboarding. If you chose to deactivate the account instead, continue on with the remaining steps below.

Step 3 (If Deactivated): Ensure the user can no longer access their account

Go to Account Settings > Profile & Account and review the user's login methods:

• If the user has attached any SSO accounts that your organization does not manage, click "Remove" to eliminate that login method from the Read account.
• If you used SSO to access the account, make sure the user did not also have a password created:
  • Look at the "Password" section and if there is a button for "Add Password" then that means the account doesn't currently have a password and you're all set.
  • If the button says "Reset Password" and you didn't already reset the password to log into the account, you should do so now. Make sure to go through the link in the email to set up a new password.

Step 4 (If Deactivated): Leave the Workspace

The last step is to leave the Workspace, thus freeing up one of your licenses to either be used by someone else, or to be removed from your account. To do this, simply go to Workspace Settings > Settings, click on "Leave Workspace" and confirm.

Note that if you also want to remove and stop paying for their license, this will not happen automatically; you must click "Remove licenses" from your billing page, and the change will take effect at the start of your next billing cycle.

Once the account has been deactivated, it won't make use of any Read features going forward, but all past reports will continue to exist in the account.