Best practices before a member leaves your workspace

Removing a departing teammate's account is the last step of offboarding, not the first. A member on their way out may hold the only Admin role, own tables and workbooks the rest of your team relies on, or have personal credentials attached to columns and workflows your team uses every day.

Work through the audit below before you remove them from your workspace.

Reassign the admin role

Clay blocks any removal that would leave your workspace without an admin, so start here.

1. Go to Settings and select Team from the left-hand menu.
2. On the Members tab, find the departing member and check the Role column.
3. If their role is Sales Rep or Editor, no action is needed.
4. If their role is Admin and at least one other Admin remains, no action is needed.
5. If they are your only Admin, promote another member to Admin before you remove them.

The doc on roles and permissions covers what each role can do. If no one else is in a position to take the role, contact Support through the help icon or at support@clay.com.

Move billing off the departing member

Confirm the billing details on file don't belong to the person leaving.

1. Go to Settings and select Plan & billing.
2. Under Payment method, review the name, email, address, and card on file.
3. If any of it belongs to the departing member, select Edit, then Edit billing info... or Edit payment method....

Replace personal connection credentials

Columns and workflows that run on someone's personal account stop working once that account is switched off at the provider. Swap the credentials rather than rebuilding the work that depends on them.

1. Go to Settings and select Connections.
2. Select All next to Account type, then choose User-added to set aside Clay-provided connections.
3. Check the Added by column for the departing member. To narrow the list to just their connections, open Filters and turn on Added by.
4. For each of their connections, open the three-dot menu and select Reconnect, then sign in with an account that will stay with your team.

Before you change a connection, select the icon in its Resources column to see everywhere it is used. From there you can sort by resource type and jump straight to each one.

A shared integration account isn't tied to one person, so it's worth considering for the connections your team depends on most. The doc on managing integration accounts covers the difference between personal and shared accounts.

Review the automated work they set up

List the automated work set up under the departing member's account, so someone still on the team can pick it up.

• Scheduled sources in Workflows or on a table
• Signals they set up to monitor on an ongoing basis
• Tables with Auto-run turned on

Reassign sequencer senders

Review the email accounts tied to the departing member so sender names and replies reach someone still on your team.

1. In the sidebar, go to Sequencer and open the Email accounts tab.
2. Find the accounts belonging to the departing member.
3. For an account purchased through Clay, open the three-dot menu and select Update sender variables to change the name recipients see, then Assign to user to route replies to someone still on the team. Updating the sender variables is the better move here than deleting the account or its domain.
4. For an account you connected yourself, open the three-dot menu and select Delete account if the address is going away with the member.

FAQs

What happens if I try to remove my only admin?

Clay rejects the removal and tells you it can't remove the last admin from the workspace. Workspaces that provision members through a directory sync are the exception — deprovisioning there can remove a directory-managed admin even when no other admin would remain.

Why is Remove member greyed out for someone on my team?

Members provisioned through a directory sync can't be removed in Clay directly. Remove them in your identity provider instead and let the sync deprovision the account.