One of the most common user requests you'll receive is to delete or remove an account. In order to maintain historical data within Qwoted, we rarely hard delete accounts — however, this has recently changed.
✅ New Update: When to Hard Delete
If an account has no pitch history in the system, it is now acceptable to hard delete the account completely.
If an account does have pitch history, follow the existing deactivation process instead (outlined below).
Important Note on receiving requests to remove data form Qwoted :
BCC datacompliance@qwoted.com in the communications surrounding these requests and when replying to the user that their profile has been removed.
Note : There is no BCC function in Intercom, so to complete this ask with account closure requests that come in to Intercom, you can still follow these instructions by completing the following steps:
tag yourself in a note within the Conversation in Intercom. This will send an email notification to your Qwoted Gmail inbox.
Forward that email to datacompliance@qwoted.com for documenting
First, you'll need to be logged in to your Qwoted staff/admin account.
Hover over Staff to reveal the dropdown pictured below. Click Users to access the user database.
To ensure the best results are populated, paste the user's email address into the search field.
To get started, you'll need to identify to type of user they are.
PR User: Make sure to check on the sources they represent. Ask if there's anybody else on their team that we can transfer the source's profile to.
PR Profile dashboard > edit > check hide from search engines (so that account will only show up on Qwoted platform and not on search engines)
Source User:
Self-source profile > source profile dashboard > edit > check hide from search engines (so that account will only show up on Qwoted platform and not on search engines)
Reporter User:
Manage reporter (Reporter profile)
The first step in the deactivation process, disabling the account. This prevents the user from logging into Qwoted.
Next, you'll want to leave an internal note to let the next team member know why this account has been disabled. This steps is helpful for transparency and is great for reference during support inbounds.
Example: 8/5/24 - Hard disabled by Maddy K at request of Better Together's client firm admin - user is no longer with company: Removed as a representative on all listed source profiles, marked PR profile as hidden from public view + removed employment details, removed from client firm, also was already unsubscribed from Hubspot but confirmed this as well.
The next action will hide the user from search engines like Google. This is a very important step!
Once you’ve navigated to their frontend profile, you’ll find the edit button on the left hand side of the screen underneath their profile photo.
Check the Hide from search engines box.
Now, on this same editing screen, you’ll need to remove/delete any email address that appear in the email address(es) field. If there is an email address present here, Qwoted will continue to email this user, which we do not want.
After you’ve toggled off the search engine check box and deleted their email address(es), you can Update to save your changes.
Note: The email address(es) field should be empty as shown below.
Now, you’ll head over to HubSpot to unsubscribe/opt out the user from Qwoted communications.
Pro Tip: Copy the email address from their intercom inbound or email thread first.
Under the Actions dropdown menu, there are many ways to manage the contact. For this step, you’ll choose Opt out of email.
Be sure to confirm the opt out and you’re all set!
IMPORTANT STEPS TO CANCEL CURRENT PAID PLAN OF THE USER IF THEY ARE ON A PAID PLAN AND SWITCH TO BASIC FREE PLAN:
GO TO USER SETTINGS
CLICK ON BILLING, UNDER CURRENT PLAN , CLICK ON "CHANGE PLAN"
SWITCH TO FREE/BASIC PLAN SO THE USER DOES NOT GET CHARGED AFTER DISABLEMENT
Hard Delete/Completely Remove From Qwoted
🗑️ If the user has no pitch history:
You may hard delete the account entirely from Qwoted.
Follow the same initial steps to identify the user and determine their type.
Then, instead of disabling:
Proceed to permanently delete the user record from the admin panel.
Continue to forward the request to
datacompliance@qwoted.comfor documentation.