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APP Internal- Agency Team Member Shut Down Form

Process for when a client's team member who is an an APP active client/user in one of our program's leaves the agency and needs to be shut down from all active systems and removed as a user.

Consultant Completes this Form (or form is sent to client to complete if they reach out to the client concierge.)

The fields needed to be completed is for the person that needs to be removed.

Hubspot Shut Down

  • Make a note on the company profile that the person is leaving and being shut down
  • Delete the contact from Hubspot
    • Find the contact
    • Under actions click delete

Teachable Shut Down

  • Find the student under users (Search by email address)
  • Open the user at the bottom click delete user 

Absorb Shut Down/ 2 Options

  • Find user in department (agency name)
  • Choose either View User to Deactive or Delete User (Right hand side bar options)

1. Inactive User (Deactivated)
  • Access: Immediately revoked; the user cannot log in.
  • Data Retention: The user profile, enrollment history, and completed training records are fully preserved.
  • Reversibility: The user can be reactivated at any time by an Admin, restoring their previous permissions.
  • Licensing/Billing: Inactive users generally do not count towards active user license seat counts.
  • Best For: Temporary leaves of absence, off-boarding employees, or temporary contractors who may return. 
     

2. Deleted User - Please note this cannot be done on a user that was created through the Hubspot connector (ie. Agency Owners).  This action can only be taken on manually entered users.
  • Access: Permanently removed; the user cannot log in, and the system will state that no account exists.
  • Data Retention: The user's profile is permanently erased from the system, though anonymized reporting data might remain in some logs.
  • Reversibility: Cannot be undone. If a deleted user returns, they must be created from scratch.
  • Licensing/Billing: Frees up the license seat.
  • Best For: Permanent employee termination, removing duplicate profiles, or complying with user requests to delete data (GDPR/privacy)

Agency Communications

  • Verify that the person has been removed from any agency communications
  • If the agency receives items like email tracker, they need to be removed from that as well