If a teammate leaves your organization or no longer requires access to Web2Chat, you can delete their account and associated data to maintain security and compliance. This guide explains how to safely delete a teammate and what happens to their data after deletion.
What Happens When You Delete a Teammate?
When a teammate is deleted:
- Access Revoked: The teammate immediately loses access to your Web2Chat account.
- Reassignment of Conversations: Any active conversations or tickets assigned to the deleted teammate are automatically reassigned to the default fallback teammate or unassigned for reallocation.
- Retention of Historical Data: Messages and actions completed by the teammate (e.g., sent messages, closed tickets) remain in your account to preserve the history of interactions.
How to Delete a Teammate
1. Navigate to the Team Management Settings
- Log in to your Web2Chat dashboard.
- Go to Settings > Teammates.
2. Select the Teammate to Delete
- Locate the teammate you want to remove from the list.
- Click on their name to open their profile.
3. Delete the Teammate
- Click the Delete Teammate button at the bottom of their profile page.
- Confirm the deletion when prompted.
Note: You must have admin permissions to delete a teammate.
What Happens to a Deleted Teammate’s Data?
- Messages and Activities:Messages sent by the deleted teammate and their actions (e.g., tagging conversations, leaving notes) remain visible in your Web2Chat account, ensuring no loss of context in ongoing conversations.
- Reassign Conversations:If the deleted teammate had active conversations or tickets, they are reassigned automatically:
- To the designated fallback teammate.
- Or marked as "Unassigned" for reallocation.
- Personal Data:Web2Chat retains minimal information (e.g., the teammate’s name or email) to preserve the historical record of actions. This is in line with data protection regulations.
Best Practices for Managing Teammate Deletions
- Reassign Conversations in Advance:Before deleting a teammate, manually reassign their active conversations and tickets to ensure smooth transitions.
- Review Permissions Regularly:Periodically audit your team list to ensure only current teammates have access to your Web2Chat account.
- Use Fallback Teammates:Set a fallback teammate in Settings > Conversation Assignment to ensure conversations from deleted teammates are reassigned automatically.
FAQs
1. Can I recover a deleted teammate’s account?
No, deleting a teammate is permanent. If the teammate needs access again, you will need to create a new account for them.
2. Will deleting a teammate affect reporting?
No, historical activities and contributions by the deleted teammate will remain visible in your reports and analytics.
3. Can I delete multiple teammates at once?
Currently, teammates must be deleted individually.
4. How does Web2Chat handle a deleted teammate’s data for compliance?
Web2Chat retains data in accordance with GDPR and other data protection regulations. Personal data is securely handled, and only necessary information is preserved for historical context.
If you need further assistance, contact our Customer Support.