---
id: KB-ET-013
url: https://app.codecontract.io/help/your-workspace/when-someone-leaves
idioma: en
categoria: espacio-de-trabajo
subcategoria: usuarios
audiencia: administrador
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-AD-003, KB-ET-010]
citadoPor: [KB-ET-005]
---

# When someone leaves

_The day they go, and the two weeks before. In that order of importance._

**Responde a:** employee leaving access removal · what to do when someone leaves the team · handover before a departure · revoking access for a leaver

Someone leaving is nearly always treated as an access matter: remove the account and done. That is the urgent part, but it is not what will cost you money three months from now.

## The two weeks before

1. **Have them move conversations into the files** — Whatever stays in their inbox goes with the account, and that is where commitments live.
2. **Have them write down the why of the odd cases** — The exceptions only they knew: who is billed differently, who must be phoned.
3. **Make clear who picks up each matter** — By file, with a name. "The team" is not an owner.
4. **And review their tasks and alerts** — If they were in their name, nobody will look at them after they go.

> [!IMPORTANT]
> The first point is 80% of the value. Most knowledge lost in a departure was never in anyone's head: it was in an email nobody else can open.

## The day itself

| What | When | Detail |
| --- | --- | --- |
| Withdraw access | That same day | Not the following week |
| Close their sessions and devices | At the same time | Removing the account does not close what is already open everywhere |
| Reassign what was in their name | Before withdrawing | Otherwise it is orphaned and nobody sees it |
| Record the date | In the log | It is what gets checked if something happened afterwards |

> [!WARNING]
> The third row must happen **before** the second. Withdraw access first and their tasks, alerts and files are left without an owner, and nobody notices until something expires.

## What is not deleted

**En corto**

- Their activity history: it is part of the record and stays untouched.
- The documents they uploaded: they belong to the organisation, not to them.
- And what they signed: still valid and verifiable.

What is withdrawn is access, not the trace. That distinction is what lets you answer years later who did what, even though the person is gone.

> [!NOTE]
> If the departure is contentious, reverse the order: access first, handover with whatever exists after. And review the activity log for the preceding days, which is exactly what it is there for.

**What if they come back later?**

Grant access again; do not leave it open just in case.

**Does it free their seat?**

Yes, withdrawing access makes it available for someone else.

**Can I see what they took?**

You can see what they consulted and downloaded, which is what the activity log records.

## Ejemplos

**A company withdraws access on the leaving date and two months later an insurance policy lapses.**

- Reassigns tasks and alerts before withdrawing access on the next departure
- Asks for conversations to be moved into the files

→ The successor sees what is due and nothing is left without an owner.

**Somebody leaves with open files in their name.**

- Reassigns their files before their last day

→ No third party is left waiting.

**Their mailbox is closed and conversations go with it.**

- Stores what matters in the files beforehand

→ The information outlives the departure.

**Their access stays active weeks later.**

- Revokes access on their last day

→ The account reflects who works here.

**Notices keep going to their address.**

- Changes the recipient on the files

→ Notices reach somebody who exists.

**There is a wish to delete their past signatures.**

- Keeps the record of what they did

→ The history stays true.