How to Offboard a Team Member

When a team member leaves your organisation, use the Offboarding wizard to safely transfer their work and deactivate their account in the correct order. The wizard is available on each user's profile page and guides you through every step.

Who can offboard a user

Only admins can offboard users. You cannot offboard yourself.

How to start the offboarding wizard

1. Go to Users in the left sidebar
2. Click on the team member's name to open their profile
3. Click the Offboard button in the top-right action area

The wizard opens and shows a summary of what will happen based on the user's current state.

What the wizard covers

The wizard adapts to each user's situation. Only the relevant steps are shown.

Step 1 — Overview

A summary of all actions the wizard will take. Review it and click Start offboarding to proceed.

Step 2 — Reassign pending tasks (shown if the user has open tasks)

If the user has steps currently assigned to them in running workflows, you must choose who should take those over. Select a replacement from the dropdown — only active users in your organisation are listed.

Clicking Reassign transfers all pending step_instances to the new assignee in a single operation and records the action in the audit trail.

Step 3 — Clear direct reports (shown if the user manages others)

If other users list this person as their manager, the manager field is cleared for all of them. You can reassign managers afterwards via the Org Chart or individual user profiles.

Step 4 — Remove department head roles (shown if applicable)

If the user is the designated head of one or more departments, that role is removed. The department continues to exist — you can assign a new head afterwards in Departments.

Step 5 — Deactivate account

The final step. The user is immediately:

• Banned from logging in (Supabase Auth ban — effective instantly)
• Marked as inactive in your user directory
• Removed from all assignee dropdowns for new step assignments

Their history, completed tasks, and audit trail entries are fully preserved.

After offboarding

• The user appears as Inactive in the Users list
• Their completed work remains visible in flow history and reports
• You can Reactivate them at any time from their profile page (e.g., if they return as a contractor)
• Any flows they triggered that are still running will continue — the flow engine does not stop an instance because the triggerer was deactivated

Checklist for a clean offboarding

• Run the Offboarding wizard (reassign tasks + deactivate)
• Reassign their manager relationships via Org Chart if applicable
• Assign a new department head in Departments if applicable
• Revoke any third-party tool access outside Aitomic Flow (Slack, email, etc.)

See also

• How to Deactivate and Reactivate a User
• How to Reassign a Pending Step
• Understanding the Audit Trail