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Offboarding is mostly hygiene, and every step exists because leaving it out strands something. Work through this checklist before you remove the person. Once the membership is gone, some of it is much harder to clean up.
The example: Sarah Lin is leaving Northwind Studio. Tom Whitfield (Admin) offboards her. Priya Raman (Project Manager) handles her work in flight.

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Before you start

If the person leaving is the Owner, they must transfer ownership first. A workspace cannot be left without an owner, and removing the sole owner is refused. Do the transfer before anything else on this page.

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The checklist

1

If they are the Owner, transfer ownership

Only an Owner can hand ownership on, and a workspace must always have exactly one. The Owner is the only role that can delete the workspace, so this cannot be skipped or worked around.Pass ownership to someone who is staying and who can actually exercise it – an Admin, not a Contractor or a client portal contact.→ Change someone’s role · Roles and capabilities
2

Stop their clock and check for a running timer

A timer left running keeps accruing against a workspace they can no longer open.Ask them to stop and save any running timer before their last day. If one is still running when you remove them, it is discarded rather than turned into hours – nobody reviewed that span, and inventing a time entry on someone’s way out puts unverified hours into a billing record.→ Using the timer · Delete a time entry
3

Deal with their unsubmitted time

This is the step people forget, and it is the one that costs money. Unsubmitted time cannot be approved, and unapproved time cannot be invoiced.Before they go:
  1. Have them submit every outstanding week themselves. → Submit a timesheet
  2. If they have already gone, an Admin submits on their behalf. → Submit on behalf of someone
  3. Priya approves or rejects everything in the queue. → Approve a timesheet
Do this before you remove them. Once the membership is gone they cannot submit, and the roster no longer offers them as a person to submit for.
4

Clear anything routed to them for approval

If Sarah was an approver, submissions routed to her are waiting on somebody who is about to disappear.Reassign approval duties to another manager, and make sure that manager’s supervision scope actually covers the same people. A capability says you may approve. Scope says whose time.→ Approval permissions · Supervision scope
5

Priya reassigns their open tasks

Every task assigned to Sarah needs a new owner, or it silently stops moving.Filter tasks by assignee, then bulk-reassign them. Do the same for tasks where she is the only person who knows anything – add a comment with context before you reassign.→ Assignees · Bulk actions · Filters and sorting
6

Reassign their planner blocks

Work planned into their calendar for the coming weeks is capacity you no longer have. Move it or delete it, so next week’s plan is honest.→ Plan work blocks · Capacity and workload
7

Deal with their expenses and leave

Any expense they submitted needs approving or rejecting. Any approved leave in the future needs cancelling if it no longer applies.→ Approve an expense · Approve time off · Leave balances
8

Revoke every outstanding invitation for them

An open invitation is access. An invite still sitting in their inbox lets them walk straight back in with the role you are about to take away.Check the pending invitations list for their email address and revoke anything you find.→ Pending invitations
Removing the member also closes any outstanding invitation to that email address in the same action, so this is a belt-and-braces check rather than a step you can get wrong. It is still worth looking, because an invite to a personal address they also used will show up here.
9

Check who reported to them

If Sarah was somebody’s manager, that pointer has to go somewhere. Reassign her reports to their new manager, so the hierarchy never points at somebody who is gone.→ Member record · Supervision scope
10

Take them out of the client portal, if they had access there

If they were also a contact on a client account, remove that separately.→ Remove portal access
11

Tom removes the member

Now the clean-up is done, remove them from the workspace.→ Remove a memberRemoving a member does all of this in one action:
Their tracked time stays. Historical entries, approved weeks and invoices are untouched, because they are your business records. What goes is their access and their personal workspace details.
12

Check the seat count

On a paid plan, the seat change applies at your next renewal. On Free, removing someone brings you back under the 3 person limit and lets you add somebody new.→ Seats and billing · Seats

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A copy-paste checklist

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Common questions

It stays. Time entries, approved weeks and invoices are business records and are not deleted with the person. Reports covering past periods still show their hours.
Not without transferring ownership first. A workspace must always have exactly one Owner, and removing the sole owner is refused. Transfer, then leave. See Leave a workspace.
Remove them when they have genuinely left. Deactivating is for a pause – a long leave, a suspended account – where you expect them back and want their setup preserved. See Remove a member.
No. Removing the member revokes their device tokens, so the app and the widget stop being able to reach the workspace. See Mobile app.
Work the same checklist in the same order. The unsubmitted time is the part that has genuinely aged – you may need an Admin to submit and approve it, or to accept that those hours will never be billed.
The seat count updates, and on a paid plan the change applies at the next renewal. See Seats and billing.
Those are two separate things. Remove the staff membership, and manage the portal contact from the client’s page. See Remove portal access.

Onboard a new employee

The forward version of this checklist.

Manage contractors

Ending a freelance engagement.

Month-end close

Do not let a leaver hold up the close.

Export hours for payroll

Their final hours for the last payroll run.

Weekly timesheet routine

Approving weekly means less to clean up.