Offboarding: deactivating and deleting an employee
The deactivation wizard — hand over deals, contacts, tasks and mail, then deactivate. Permanent deletion keeps every note and email attributed to the person.
When someone leaves, their client book must not leave with them. Ikigai splits offboarding into two steps: a guided deactivation wizard that hands everything over, and an optional permanent delete afterwards.
Starting the wizard
Open the person's profile from the Team page and click Deactivate employee. The wizard opens with an inventory called What is still on them: open deals, closed deals, contacts, companies, open tasks, chats, assigned email threads, distribution rules, upcoming meetings, and connected mailboxes.
Handing over the book
In the Recipients step you decide who takes over:
- Everything to one person, or split between several — the split is per client, never per individual deal, and a client whose contact is already owned by one of the recipients stays with that person.
- Closed deals can optionally go to a separate person for reporting purposes.
- Open tasks — reassign or delete.
- Upcoming meetings — transfer or leave as is.
Click Run transfer. Deals and contacts move in a background job with a progress indicator; companies, tasks, mail, chats, meetings, and distribution rules apply right away. New owners automatically see the full email and chat history on every record they receive.
Mailboxes and finalizing
Connected mailboxes are disconnected as part of deactivation: all synced correspondence stays on the deal and contact cards, but new inbound mail to that address stops arriving in the CRM.
The final Deactivate account step is blocked until the inventory is empty — the wizard lists what is still assigned. Deactivation then blocks sign-in, ends all sessions, and removes the person from every picker. Authorship of their past messages and notes is preserved. A deactivated member can later be restored with Reactivate — access returns, but records handed over during offboarding are not returned.
Delete permanently
For a deactivated member, the profile shows Delete permanently (Owner and Admin only). A preflight re-checks that nothing is left: connected mailboxes, connected channels, owned records, or open tasks block the deletion until handled. You confirm by typing the member's email, and the deletion runs in the background.
Deletion is an identity tombstone, not an erasure of history:
The member disappears from the team and every picker. Every note, email and history entry keeps showing their name.
This cannot be undone — unlike deactivation, there is no way back.
Before offboarding, make sure a recipient with the right visibility exists — see Who sees which deals.
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