🕰️ Est. Time: 15 minutes
🎯 Goal: Confidently offboard a team member without losing data or workflow
🔑 Requirements: Access to edit the list of team members
If a team member is moving on or taking time away, there’s no need to stress.
This guide walks you through how to offboard them in Streamtime; keeping your team, tasks, and data organised and your workflows running smoothly.
‼️ Check if they are the account subscriber
Before you do anything else, confirm whether the departing team member is the subscriber. The account subscriber manages your Streamtime billing and subscription settings.
If they are, they’ll need to transfer this to another team member before leaving to avoid any interruptions to your account.
They can do this from:
Settings > Team Members
Hover over the new subscriber's name
Click the ⋮ that appears on the right
Select Set as subscriber
🦹♂️ Check if they are a super user
If the departing team member happens to be one of your Streamtime super users, make sure someone else is ready to take the reins.
Encourage their replacement to touch base with us once they’ve settled in. It’s a great way for us to say hi, share a few power tips, and make sure they’re feeling confident managing Streamtime day to day.
➡️ Reallocate scheduled work
Before removing a team member, it’s worth reassigning any scheduled To Do's to ensure upcoming work doesn’t get missed when the team member is removed.
Reallocating tasks
To view all scheduled To Do's:
Go to Jobs > Time
Apply filters for Team Member is and To Do Status is Scheduled
To reassign a task:
Click the pencil ✏️ to edit.
Select the new team member from the dropdown menu.
Click Save.
What happens to their time entries?
All logged time remains untouched. This keeps your records accurate and reports reliable.
📊 Transferring reports and boards
When someone leaves, you’ll want to make sure your reports and boards stay accessible and editable by the right people.
Reports
If the person leaving has shared any custom reports you'd like to keep:
Open the report.
Click Share.
Click the eye icon next to the person who should become the new owner.
Select Assign as owner.
Click Save changes.
List views
List views behave slightly differently from reports. If the person leaving has saved views you’d like to keep:
Step 1: The new owner creates a copy
Go to My favourites > Shared with me.
Note the name of the view to be copied.
Apply any filter (temporary).
Delete that filter (unless needed).
→ This will make the Save as favourite button appear at the bottom.Click Save as favourite.
Enter the same name you noted in step 2.
Click Save.
Step 2: The original owner deletes their version
Go to My favourites.
Hover over the view name.
Click the pencil icon to edit.
Click the trashcan icon to delete.
Step 3: Share the new version
Don't forget to share the new version with the relevant people.
Priority boards
Priority Boards work like reports when it comes to ownership transfer.
To transfer a board:
Open the Priority Board.
Click the team member icon at the top of the board.
Click the eye icon beside the person who’ll take over ownership.
Select Assign as owner.
Click Save changes.
If needed, you can also duplicate a board at any time by clicking the ⋮ and selecting Duplicate.
👋 Removing or pausing a team member
🚨 Before removing a team member, make sure you've reallocated tasks and reassigned ownership of reports and boards to prevent any disruptions down the line.
Once you’ve reassigned tasks and ownership, you can remove or temporarily pause the team member’s access.
Hibernate
Useful if there’s a chance they might return, hibernate their account instead. This keeps all their data intact and frees up a seat.
Go to Settings > Team Members.
Click the ⋮ next to their name.
Select Hibernate.
To reactivate later, follow the same steps and click Reactivate instead.
Delete
Choose this if the team member is leaving permanently.
⚠️ Deleting a team member is irreversible.
Go to Settings > Team Members.
Locate the team member.
Click the ⋮ next to their name.
Click Delete, then confirm.
💳 What happens to my subscription?
If you're unsure about anything, message us via the ? in your account or by emailing us, we're always happy to help.