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Remove a member

Administrators only

Removing members from your organization

Section titled “Removing members from your organization”

To remove a member from Tallyfy, go to Settings > Organization > Members, click their name, and select Deactivate account at the bottom of their profile. Access is revoked immediately, and you’ll decide who takes over their work.

What you need

Section titled “What you need”
  • Administrator permission level
  • The name of the member you want to remove

Removing a member

Section titled “Removing a member”
  1. Go to Settings > Organization > Members.
  2. Click the member’s name.
  3. Scroll to the bottom of their profile page.
  4. Click Deactivate account, followed by their name. Deactivate User section with a red Deactivate Account button for the member Richard Matthews.

Deactivation happens instantly. If the member has nothing to hand over, Tallyfy asks you to confirm and then deactivates them.

Choosing who takes over their work

Section titled “Choosing who takes over their work”

If the member has templates, template steps, processes or unfinished tasks, Tallyfy opens a page headed Automatic conflict resolution. It lists their Templates, Template Steps, Processes, Process Tasks and One-off Tasks. You have two options:

  1. Hand everything to one person (recommended):

    • Under Re-assign all NAME’s tasks and steps to:, search for an active member and click Select
    • That one person takes over all of it. That’s the templates the member created, owns or belongs to, and their template step assignments. It’s also the processes they started, own or belong to, the tasks they created, and every task assigned to them
    • Their scheduled jobs move too, if the new person can run them. Any job the new person can’t run stays with the member who left, and fails
    • The new person gets an email saying they’ve been assigned the work Member page for Thomas Jones with options to deactivate the member or reassign all their template steps and process tasks.

  2. Skip the handover:

    • Click Deactivate member next to Deactivate NAME without reassigning their tasks
    • Their work stays with the deactivated member, even though that person can’t sign in any more. Nothing becomes unassigned and nothing moves to anyone else, so reassign the work yourself when you’re ready. Their scheduled jobs fail until you change each job’s owner
    • You can’t skip if they have both templates and template steps. Tallyfy shows “Please remove the user assignments from the templates and steps to proceed.”

Either way, the member is taken out of all their groups. Any access they had to specific templates or processes stays with them, and doesn’t pass to anyone else.

If the member only owns scheduled jobs, Tallyfy doesn’t open the handover page, so their jobs don’t move. Change the owner of each job before you deactivate them.

What happens after deactivation

Section titled “What happens after deactivation”
  • They lose access to your Tallyfy organization immediately
  • Their paid seat1 opens up for new team members
  • Tallyfy records who performed the deactivation and when (visible in the member’s Activity section)

Check public kick-off forms first

Before deactivating anyone, check if they’re the inviter or owner for any templates used in public kick-off forms2. Deactivating someone never turns public sharing off.

  • The member is the inviter, and someone else owns the template - Tallyfy makes the template’s owner the inviter, and the form keeps working.
  • The member is the inviter and also owns the template - If you hand their work to someone, that person becomes the owner and the inviter, and the form keeps working. If you skip the handover, the form stays tied to the member, and the public link shows “Form inviter is disabled. Please contact your organization to update.” To fix it, open the template’s kick-off form settings. Under Public Sharing, turn Is this a publicly accessible kick-off form? back on if it shows off, then pick an active member in Select who shows up as the inviter for public forms.

Checking deactivation history

Section titled “Checking deactivation history”
  1. Go to Settings > Organization > Members
  2. Find the deactivated member’s name. Use the Status column’s filter and choose Deactivated
  3. Check the Activity section at the bottom of their profile page

The activity log shows who deactivated the member and when.

Section titled “Related articles”

Members > Remove member

Tallyfy’s API lets you deactivate a member from your organization using a DELETE request with…

Footnotes

Section titled “Footnotes”

  1. Tallyfy bills per active member monthly or yearly. Deactivated members don’t count toward billing. ↩

  2. External submission forms that don’t require login. A link stops working if its inviter is deactivated and nobody takes over the template. ↩

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