Offboarding HubSpot Users

Goal: Provide documentation for a Super Admin when an employee's user account needs to be off boarded in HubSpot

Key Topics:

• NetSuite Actions
• User Settings 
• Check current meetings 
• Re-Assigning Company/Contact Owners
• Re-Assigning Tasks and Deals
• Remove Contact from ICRealtime Employee Hub

NetSuite Actions

• Sales Reps will be re-assigned via an import to NetSuite
• The Celigo sync integration will then be pushed for those re-assignments to immediately come to HubSpot
  • Once this is complete, it will be narrow down the manual re-assigning requirements

User Settings 

• Go to Settings
• Users and Teams on the Left Column of the Screen 
• Select Status
  
  • If User is already deactivated you will have to select de-activated in the drop down

• • Search for Users Name
  • Click on their name 
    • This will take you to the users individual "profile" page
  • Select the "Access" tab
  • Under there is where you will see the users assigned seat
  • Select Change Seat

• • The next page will give the option to replace or remove the seat
  • Please Remove
  • Once this has been competed select actions in the top right corner
  • Select De-Activate
    • Please note the picture below the user is already deactivated but if it wasn't that is what you'd see here

• Once the Users Seat is Removed and their account is deactivated you will move on to assigning records

Check Current Meetings

• Go to Reports 
• Search for "Meetings Booked"
• When on the report select the filter "Activities Assigned to me" 
• Be sure the section is on "Is Any of"
• Click the drop-down
• De-select "Me"
• Select "Show de-activated reps/users
• Search for the users name 
• check if there are upcoming meeting scheduled 
  • If BD 
    • Email, Ian, Frank, And Bob sharing the meeting time and who it's with
  • If Sales Team
    • Email, Lugo, Jerry, CC Matt, Andrew sharing the meeting time and who it's with
  • This is to ensure a customer doesn't show up for a meeting with no sales rep

Reassigning Companies and Contacts

• There is currently a Saturday sync schedule with Celigo to update HubSpot from NetSuite
• When Sales Reps are re-assigned in NetSuite, the integration tool will update HubSpot
• Once that update is complete look through the remaining companies in the users name and update them
  
  • Work with Sales Ops if needed to answer any reassignment questions 
• Go through the companies first
  • There is a work flow in place to update copy the company owner to the contact owner
• Then go through the remaining contacts and re-assign or add to company records
• When in the Users "Profile Settings" 
• Select the Overview Tab
• Scroll down just a bit and you will see "Records and Assets in User's Name" 
  • This is the easiest way to view a summary of the records in a User's name or assigned activity 

Re-Assigning Tasks

• Back in the Users profile as shown above, you will see tasks and deals
• Select View All 
• Go through the tasks and re-assign any quote follow up tasks, update the new deal owner to the new rep
• Regarding other tasks, use investigative skills to determine if the task should still be reassigned or completed
  • If you have any questions or unsure of how to handle a task, reach out to Sales Ops
• Once completed go through the deals 
  • If there are any open deals, re-assign to the new company owner, for awareness and notifications regarding the record

Remove Contact from ICRealtime Employee Hub

• Search for Company Record - "ICRealtime Employee Hub"
• On the Right Hand Column, go to contact section 
• Select "View Associated Contacts" 
  • This brings you to a contact view page
  • Search for users name in the search bar of the view
• Select Contact
• Delete Contact