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Team Member Removal

Remove team members to maintain data security and compliance. Reassign their tasks and data to other team members, ensuring a smooth transition of responsibilities.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

This article outlines the comprehensive process for safely and efficiently removing a team member from your organisation's account within the Tourism Accelerator platform. Adhering to this procedure is critical for maintaining data security, upholding compliance standards, and ensuring the smooth transition of responsibilities when a team member departs or changes roles. This process facilitates the controlled revocation of access and the appropriate management of associated assets and data.

Accessing This Feature

To initiate the team member removal process:

  1. Navigate to Organisation Settings.

  2. Select Team Management from the left-hand menu.

  3. Click on the Members tab to view the list of all active team members.

Using This Feature

Follow these steps to remove a team member from your organisation's account:

  1. Locate the Team Member: From the "Members" tab within Team Management, scroll or use the search function to find the specific team member you intend to remove. Their name, role, and current status will be displayed.

  2. Initiate Removal Action: To the right of the team member's entry, locate the 'Actions' menu (often represented by an ellipsis or a gear icon). Click this menu and select the 'Remove Member' option. This action will prompt a confirmation dialogue.

  3. Review Associated Assets and Responsibilities: Before proceeding, the system will present an overview of any projects, tasks, documents, or other assets currently owned by or assigned to the departing team member. This step is crucial for preventing data loss or orphaned tasks. Carefully review this information.

  4. Reassign or Transfer Ownership (If Applicable): For any critical assets or responsibilities identified in the previous step, the system will provide options to reassign ownership to another active team member or transfer pending tasks. Select the appropriate new owner(s) from the dropdown menus provided. Ensure all essential items are accounted for and transferred to maintain business continuity. If an asset does not require reassignment, you may have the option to archive it or mark it for deletion, depending on your organisation's data retention policies.

  5. Confirm Data Handling Preferences: Specify how historical data associated with the team member should be handled. Options may include archiving their profile, anonymising their contributions, or permanently deleting their user data after a specified retention period. Make a selection that aligns with your organisation's internal policies and relevant data protection regulations.

  6. Acknowledge Security Implications: The system will present a final warning regarding the immediate revocation of the team member's access upon confirmation. This ensures you understand that once confirmed, the individual will no longer be able to log in or access any organisational resources through their account.

  7. Finalise Removal: After reviewing all details, reassigning assets, confirming data handling, and acknowledging security implications, click the 'Confirm Removal' button. The system will process the request, and the team member's status will be updated to 'Removed' or similar, and they will no longer appear in the active members list.

  8. Verify Removal: It is prudent to verify the team member's removal by attempting to locate their profile in the active members list (they should no longer appear) or checking the audit logs for a record of the removal action.

Key Capabilities

The team member removal process offers several critical capabilities to ensure a secure and orderly transition:

  • Instant Access Revocation: Immediately terminates the team member's login access to the Tourism Accelerator platform and all associated organisational data.

  • Asset Reassignment: Facilitates the transfer of ownership for projects, documents, and other platform assets to designated active team members, preventing orphaned data.

  • Task Transfer Mechanism: Enables the smooth reassignment of outstanding tasks and responsibilities, ensuring project continuity and preventing delays.

  • Audit Trail Generation: Automatically logs all removal actions, including who performed the removal, when it occurred, and details of any asset reassignments, for compliance and internal record-keeping.

  • Data Retention Options: Provides configurable options for archiving, anonymising, or deleting historical data associated with the removed team member, aligning with organisational policies.

  • Role-Based Access Control: Ensures that only authorised administrators with appropriate permissions can initiate and complete the team member removal process.

Best Practices

To ensure a secure, compliant, and efficient team member removal process, consider the following best practices:

  • Develop a Pre-Removal Checklist: Establish an internal checklist that includes confirming all critical projects are completed or reassigned, backing up any unique personal contributions (if permissible and necessary), and notifying relevant internal departments (e.g., HR, project leads).

  • Synchronise with Internal Departments: Coordinate the platform removal with your organisation's HR or management team to ensure it aligns with their official departure procedures and timelines. This helps prevent premature access revocation or delays.

  • Review All Assigned Assets and Permissions: Prior to initiating removal, thoroughly review all projects, tasks, documents, and specific permissions the team member held. This proactive step ensures no critical information or ongoing work is overlooked during the reassignment phase.

  • Communicate Internally: Inform relevant team members or project stakeholders about the departing individual's removal and the reassignment of their responsibilities. Clear communication minimises disruption and confusion.

  • Update Shared Credentials: If the departing team member had access to any shared credentials (e.g., login details for external tools integrated with the platform), ensure these are changed immediately after their removal from the platform.

  • Document the Process: Maintain internal records of each team member removal, including the date, the administrator who performed the action, and details of asset reassignments. This documentation is invaluable for audits, compliance, and future reference.

  • Understand Data Retention Policies: Be fully aware of your organisation's data retention policies and any relevant regulatory requirements (e.g., GDPR, Australian privacy principles) when deciding how to handle the removed team member's historical data.

  • Conduct Post-Removal Verification: After completing the removal, perform a quick verification check. This might involve attempting to access a previously assigned project or task to confirm it has been successfully transferred to the new owner.

  • Regularly Review Team Member Access: Implement a schedule for periodic reviews of all active team member accounts and their assigned roles and permissions. This proactive measure helps identify and remove inactive or unauthorised accounts before they become a security risk.

Support

For further assistance with the Team Member Removal Process or any related queries, please contact our support team: [email protected].

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