Offboarding in Productive ensures a user’s responsibilities are safely transferred when their account is deactivated. This process applies to employees, contractors, and clients. This guide explains how to offboard users, track progress, and reassign items.
📌 Note: Deactivating a user does not automatically reduce the number of paid seats. To adjust seat count, see Account Management: Adding and Removing Seats.
Initiating Offboarding
Open the profile of the user you wish to offboard. Click the three dots in the upper-right corner and select Deactivate person.
Assigning Items During Offboarding
When offboarding, all items owned by the user need to be transferred to active users.
The following items can be reassigned during the offboarding process:
Budgets - where the user is the owner
Deals - where the user is the owner
Projects - if the user is the project manager
Tasks and To-dos - assigned to the offboarded user
Champions - If the user is assigned as one
Managed people - reassign to a new manager instead of the offboarded user
Absence approval policies – if the user is an approver for time off
📌 Note: Private tasks cannot be moved via offboarding. All other items will need to be reassigned.
Offboard Items to a Single User
The first row, “Offboard everything to”, lets you assign all items to a single active employee.
Selecting a person here automatically fills all other rows.
📌 Note: Only users with adequate permissions for all items appear in the dropdown. For example, if offboarding a budget owner, only users with similar permissions can receive these budgets.
Assigning Items Individually
Each item type can also be assigned to a different person, following the same permission rules.
Next to each item type, a number (e.g., 2) indicates how many items will be transferred.
📌 Note: Item types cannot be divided. For example, all budgets owned by a user being offboarded must be assigned to a single person.
Click the number to generate the report with the full list of items that will be reassigned.
Completing the Offboarding
After selecting offboarding targets, click Continue.
A pop-up will show what will happen to the user’s bookings:
Future bookings are deleted.
Ongoing bookings end on the deactivation day.
Deleted bookings cannot be restored.
Click Confirm deactivate and transfer to start the process. The process may take a few minutes, and you will receive an email notification once it is complete.
Monitoring Offboarding Progress
Once offboarding is initiated, a new field appears on the user’s profile: Offboarding status, which can be:
Not initiated
In progress
Completed
These statuses allow you to track the process in real time and can also be used in reports to monitor offboarding activity across the organization.
Who Can Offboard Users
The ability to offboard users depends on the default permission set assigned to a person:
📌 Note: By default, users can only offboard according to their permission set. For more granular control, you can create a custom permission set and assign one or both of these permissions to specific users. This lets you control exactly who can offboard clients versus employees/contractors:
Deactivate and offboard clients
Deactivate and offboard employees and contractors
