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Best Practices for Offboarding Tenants

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Captured 2026-10-12T13:28:55.337Z · Current capture · Publication date Unknown

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We recommend suspending users rather than deleting their accounts. Suspension immediately blocks building access while preserving waiver, reservation, event attendance, and work order history for reporting and audits. It also prevents broken workflows, lost assignments, and accidental re-enrollment.

Best Practices for Suspending Building Staff

Suspending an Individual User

Suspending Users in Bulk

What Happens When a User Is Suspended

Best Practices for Suspending Building Staff
To ensure your operations workflows remain intact, be sure to do the following before suspending a building staff member:

Remove user from Work Groups (Work Orders, Maintenance &amp; Inspections)

Remove user from routing and assignment rules (Work Orders, Maintenance &amp; Inspections)

Remove user email from any communication and notification fields on the Property Info page

Remove user email from any notifications lists on individual amenities

Remove user email from any notification lists in Visitor Setup

Suspending an Individual User

Navigate to the Directory module.

Find the directory profile and click the edit icon.

Scroll down to the Account Status section and choose Suspended from the dropdown.

Save your changes.

Suspending Users in Bulk

Navigate to the Directory module.

Use the search or filter tools to narrow down your directory search.

Check the box next to each user profile you’d like to adjust.

Click on the Bulk Action Button, and choose Set Account Status.

From the Batch Edit Account Status dropdown, select Suspended.

Save your changes.

What Happens When a User is Suspended.

Data:

Data is retained and visible to Building Admins. Waivers, RSVPs and attendance, reservations, work orders and other records stay attached to the suspended user for reporting and audits.

Associations remain. Historical links to events, reservations and assignments stay intact so reporting and trend analysis continue to work.

Access: The user cannot sign in or interact with the app or dashboard, including mobile access to your building.

Directory: Suspended users are hidden from the directory by default. To view them, adjust the directory filters to show suspended profiles.

Navigate to the User or Staff pages

Click the Filter button

Within the left navigation window, scroll down to the Account Status section.

Select Suspended from the dropdown. Suspended users will now appear in the directory table.

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Source ID: cove-34283584058004 · Capture ID: de37e41bcced105d3ed655c30dbfddc37b60d905f683cdb0782740a760a1f3ec