When someone leaves and another person takes over, Replace user invites the replacement and moves the leaver's open work across, instead of you reassigning records 1 at a time.
Before you start
You need the Admin role.
You need the replacement's email address. Replace user sends them an invitation, so it is for someone who does not have an account yet.
The role and project groups of the person leaving are carried over to the invitation. You can change them before you send it.
Steps
Click your name in the top navigation bar, then Company Settings.
Open the Users tab and find the person who is leaving.
Click the three-dot menu at the end of their row.
Click Replace user.
In Email(s), type the replacement's address.
Check the Role and Project groups that carried over.
Click Create.
What happens next
The replacement is invited. Nothing moves yet, and the person you are replacing stays active and keeps their access. The handover runs the first time the replacement accepts the invitation and signs in.
What moves, and what does not
When the replacement signs in for the first time:
Orders the leaver was watching move to the replacement. Orders that are already delivered or cancelled do not move, and stay in the leaver's name.
Projects they watched by default, and projects they were assigned to, move.
Invoices assigned to them move, unless the invoice is in a status your company has set not to reassign. Those stay with the leaver.
The person being replaced is then deactivated.
Nothing is deleted, and their completed history stays attached to them. The move is one-way: re-activating the person you replaced gives them their access back, but it does not return the records that moved. To undo that, reassign them by hand.
Best practices
Use Replace user rather than Deactivate user when someone is leaving and a named person is taking over. Deactivating on its own leaves their open orders and invoices assigned to an account nobody can sign in to.
Send the invitation when the replacement is ready to use it, not on the leaver's last day. The handover waits for their first sign-in, and the leaver keeps full access until then.
Check delivered and cancelled orders separately. They keep the leaver as watcher, so anything you filter by watcher still shows a name that has gone.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.