User Deletion and Transferring Responsibilities

Before deleting a user, admin users can conveniently transfer the user’s tasks and responsibilities to another member of the team, what’s more, occy will ensure that all tasks and responsibilities have been transferred before a user can be deleted, ensuring hiring stays on track and nothing is missed.

This feature also provides a quick and easy way to transfer individual tasks and responsibilities to other team members, even if you aren’t planning to delete the user. 

Tasks (such as scheduled interviews) and responsibilities (such as being assigned as a Recruiter to a specific hiring plan) associated with each role the user has (e.g. Hiring Manager, Interviewer, Recruiter, etc. permissions) can be transferred to one other user, or individual tasks and responsibilities as within a role can be assigned to several individual users.

Take a look at our step-by-step tutorial video, or read more in the article below.

User Deletion

To ensure everything is accounted for and hiring can continue smoothly, users cannot be deleted until all their tasks and responsibilities have been assigned to another user. Once a user is deleted, all emails will be redirected to the company occy mailbox, and admin users will have access to all prior communications linked to the user.

Only Admin users can delete users and assign tasks.

• To delete a user, simply navigate to the User Management section by clicking Settings>Company>User Management.

• Next, click the three-dot menu to the right of the user’s name in the list and choose Delete.

• You will be presented with the following message. As all user deletions are permanent and cannot be changed, you will receive a final prompt after clicking Next, and once confirmed, you will see a message to confirm the user has been deleted.

• If the user has tasks and responsibilities that have not yet been assigned to another user or if the transfer is still pending, you will be prompted to transfer them now. By clicking Proceed, you will be directed to the user’s Reassign Responsibilities section.

Transferring Responsibilities

• To get straight to the Reassign Responsibilities section without deleting the user, go to Settings>Company>User Management as shown in step one of user deletion, click the dropdown menu next to the chosen user, and click Transfer Responsibilities.

•  In this section, you will see all tasks and responsibilities assigned to the user broken down into two sections – Pending and Assigned. Use the Bulk Action or Select All icons to transfer multiple responsibilities simultaneously.

• To assign ongoing responsibilities to a single user, choose the user from the large Assign User dropdown list.

Note: To ensure a seamless transition, only users with the correct permissions will appear as options to transfer to.

• Next, click Save, and the task or responsibility will move to the Assigned section.

Note: To avoid interruption, transfers are scheduled to occur in the system overnight. Once a user’s responsibilities have been transferred and the user has been deleted, the action cannot be undone.

Transferring to Multiple Users

• occy also gives you the ability to assign individual tasks to multiple users. In the example below, the user has been assigned roles on different hiring plans for a job. The job has been separated into individual hiring plans by using the arrow at the side of the entry. This allows admins to assign different users to each hiring plan rather than assigning one user to all hiring plans using the bigger Assign User dropdown menu. This can be done by choosing a user from each dropdown menu and clicking Save.

Viewing Transfer Statuses

• In the Assigned tab, you will see all the tasks and responsibilities that have been allocated to another user, including who it has been transferred to and the status of the transfer. View the status of the transfer by hovering over the icon next to the user's name; this will show: transfer in progress, transfer successful, or transfer unsuccessful.