Who is this article for?

Administrators who want guidance on retiring a User in Assurance.

Administration Access is required.

Assurance is a system used for governance and compliance. Users are retired rather than deleted to keep the history of their actions. When a User is retired, they can no longer be assigned Tasks or be responsible for any Forms.

In this article, you will learn about:

1. Retiring a User in Assurance
2. Retiring a User with Responsibilities
3. Retiring a User without Responsibilities
4. Suspending a User
5. Placing a User on Leave

1. Retiring a User in Assurance

1. Select the Administration Gearwheel
2. Under the General section, select Users
3. Select the Filter bar to Search by Name or Email
4. Select the Name of the User that you wish to retire
5. Select the red Retire button

2. Retiring a User with Responsibilities

If the User is responsible for any Registers, Forms, Tasks/Actions, Checklists, Checklist Reviews, is an Approver, or an Escalation User, or owner of any Reports - you will first be prompted to replace them with another User before they can be retired. When you have selected a User to take over their responsibilities select Replace and Retire.

Please note
If the User you are retiring has multiple responsibilities or if you wish to replace their responsibilities with different users, consider reallocating their responsibilities first before retiring the User.

3. Retiring a User without Responsibilities

If the User does not have any duties, or if their responsibilities have already been replaced then you will only see a message asking you to confirm that you want to retire this User.

4. Suspending a User

If the User is only going to be leaving the organisation temporarily, they can be suspended. To suspend a User, select on the orange Suspend button next to the Retire button. A User can then be unsuspended when they return.

Please note
Take care to ensure a suspended user is not part of any workflow, otherwise those forms cannot be submitted. To learn more, refer to our help article on How to Suspend a User in Assurance.

5. Placing a User on Leave

If a User is going on leave, the better option is to use Leave Management so that their responsibilities can be managed by a Reliving Manager.