How to Reassign Data from a Deactivated User and Manage User Seats in Pipedrive
When a user is deactivated in Pipedrive, their data can be reassigned to another active user. This ensures that no data is lost and allows the smooth transfer of ownership across your team. This guide explains the key steps for reassigning data, troubleshooting reassignment issues, and managing user seats effectively.
Reassigning Data During User Deactivation
When deactivating a user in Pipedrive, you can reassign their data directly:
Navigate to Settings > Manage Users > Users and Access.
Next to the user you wish to deactivate, click on the options menu ("...") and select Deactivate.
During the deactivation process, a list of items owned by the user will appear alongside an option to transfer ownership of these items (e.g., deals, contacts) to another user, such as yourself.
Complete the reassignment by confirming the recipient.
Currently, this reassignment step must be confirmed manually for each user. Automation options for this process are not yet available.
Bulk Reassignment and Managing Multiple Users
If you need to reassign data from multiple users or multiple items:
Use List View Filters to locate items owned by a specific deactivated user. - For deals, visit the Deals List view (e.g., Deals List). - For contacts, go to Contacts > People or Contacts > Organizations and apply filters for the deactivated user.
Once filtered, use the bulk-edit feature to reassign multiple items: - Hover over the owner's name in the list view, select the pencil icon, and choose the new owner.
For bulk operations, administrative privileges may be required.
Troubleshooting Reassignment Issues
If the reassignment process seems to hang or does not complete, consider the following troubleshooting steps:
Verify the process: - For single items, hover over the owner's name, click the pencil icon, and modify the ownership. - For bulk reassignments, ensure all relevant items are selected correctly.
Clear your browser's cache and cookies to resolve potential technical issues.
Test the reassignment process in an incognito browser window or switch to another browser to rule out extension-related interference.
If issues persist, record your screen (including the browser's console tab) and contact Pipedrive support for assistance.
Retention of Deactivated User Data
Information from deactivated users, including Prospector leads, will remain in your company account. All leads discovered via Prospector will be saved in the Leads Inbox even after a user has been deactivated. No data will be lost during this process.
Removing Unused Seats
To avoid unnecessary charges for unused seats after deactivating a user:
Go to your Billing Tab.
Select Manage Users and Manage Seats.
Remove any unused seats from your subscription plan.
After reallocating or reassigning data as needed, you can permanently delete disabled users from the Disabled User tab.
Summary
Pipedrive requires manual confirmation for data reassignment during user deactivation, but bulk-edit features allow for streamlined processes.
Retention of Prospector data ensures no loss of leads or key information.
Administrative tools like Manage Users and Manage Seats help optimize both data management and subscription costs.
For additional guidance, refer to Pipedrive's detailed support articles.