{"id":4499,"date":"2026-10-12T12:58:40","date_gmt":"2026-10-12T10:58:40","guid":{"rendered":"https:\/\/www.klytic.com\/documents-employee-departure\/"},"modified":"2026-10-12T13:31:35","modified_gmt":"2026-10-12T11:31:35","slug":"documents-employee-departure","status":"publish","type":"page","link":"https:\/\/www.klytic.com\/en\/documents-employee-departure\/","title":{"rendered":"Documents when an employee or a team leaves"},"content":{"rendered":"\t\t
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Home<\/a>\u203a<\/span>Guides<\/a>\u203a<\/span>Documents & document management<\/a><\/p>

Documents & document management \u00b7 Use Klytic Docs<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Documents when an employee or a team leaves<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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When someone leaves a team, you remove a group; when someone leaves the company, you close an account. Before closing it, an administrator of your instance checks three things: files that exist only in the personal space, folders the person was sharing from that space, and links they sent outside.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Updated October 2026<\/b><\/span>6 min<\/b><\/span>How-to Klytic Docs<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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What you get<\/h2>

No working document lost, no access remaining after the departure, and colleagues who keep working without interruption. The order of steps matters: recover first, close afterwards.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Two different situations<\/h2>
Situation<\/th>Main step<\/th>What the person keeps<\/th><\/tr><\/thead>
Change of team or end of assignment on a project<\/td>Remove them from the relevant group<\/td>Their account, personal space and other groups<\/td><\/tr>
An entire team or a contractor leaving<\/td>Remove the group from the team folder, or empty the group<\/td>Their accounts, if they are used elsewhere<\/td><\/tr>
Leaving the company<\/td>Recover their files, then deactivate and finally delete their account<\/td>Nothing<\/td><\/tr><\/tbody><\/table><\/div>

If your working folders are team folders, most departures are handled by removing a group. Files placed in a team folder belong to the organization: they stay in place when their author leaves. Setting up groups is described in Controlling who sees which documents<\/a>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Before the departure date<\/h2>

Carry out these checks while the person is still there. They know what matters in their space.<\/p>

  1. Inventory of the personal space.<\/strong> Anything useful to the company must move to a team folder: ongoing quotes, customer files, templates.<\/li>
  2. File transfer.<\/strong> From their settings, the person can transfer ownership of a file or folder to a colleague. The colleague accepts the transfer and finds the items in their space, with their shares. For a departmental document, the simplest option is still to move it to the team folder.<\/li>
  3. Folders shared from their space.<\/strong> If they were sharing a personal folder with colleagues, transfer or move it before the account is closed: otherwise it will disappear with the account.<\/li>
  4. External links.<\/strong> Review the links they created. Remove those no longer in use. Recreate, from an account that remains, those a customer or partner still uses.<\/li>
  5. Devices.<\/strong> Plan to sign the sync client out on their computer and phone, and to remove local copies from returned equipment.<\/li><\/ol>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    On the day of departure: deactivate the account<\/h2>

    An administrator of your instance deactivates the account. Effects:<\/p>