Offboard Users in Happeo

Offboarding Best Practices in Happeo

When an employee leaves your organization, managing their Happeo access and content ownership is a critical part of the offboarding process. This ensures business continuity, compliance, and prevents disruption in how your intranet is maintained.

This guide covers:

• Ownership transfer of pages and channels.
• Google Workspace and Microsoft 365 offboarding steps.
• Broader intranet best practices to embed into your offboarding checklist.

Why Offboarding in Happeo Matters

Your intranet is a central hub for knowledge, collaboration, and communication. If content ownership isn’t managed when a user leaves:

• Pages may become outdated with no one accountable.
• Channels could be left without moderation.
• Knowledge gaps may emerge.

By following structured offboarding steps, you ensure continuity, keep ownership visible, and preserve organizational memory.

Step 1: Ownership of Pages and Channels

Channels

1. Go to the Channel Members tab in the relevant Channel.
2. Reassign ownership to another active user.

Pages

• The original page group creator cannot be reassigned. If they leave, their name will show as a “suspended user” in the Admin Panel once Google/Microsoft steps are completed.
• Best practices in the original page editor:
  • Change the page author so that someone else is accountable.
  • Review and update page editors to ensure ongoing lifecycle management. Editors will be notified when a page becomes outdated.
• Best practices in Pages 2.0:
  • In Pages 2.0, page authors no longer exist. Instead, similar to the original editor, we recommend updating page editors to ensure proper lifecycle management.

⚠️ Note: If you’d prefer not to have suspended user names visible, Happeo Support can obfuscate these and display “anonymous user.” Contact our support team for assistance.

Step 2.1: Google Workspace Offboarding

To ensure a smooth sync between Google and Happeo:

1. Suspend the user in Google Workspace. Learn more.
2. Wait 24 hours for Happeo to sync. During this time, keep the user suspended in Google Workspace.
3. After 24 hours, you can delete the user from Google Workspace.

Important notes:

• Deleted users will remain under the Suspended tab in Happeo’s User Management.
• They will not appear in the People Directory, Org Chart, or People Search.
• Ensure all content (Drive files, Groups, etc.) is reassigned in Google Workspace, so knowledge doesn’t get lost.

Step 2.2: Microsoft 365 Offboarding

To maintain consistency between Microsoft and Happeo:

1. Revoke Microsoft 365 licenses once the user has been offboarded.
2. Reassign OneDrive and SharePoint files to another active employee before removal.
   • This prevents broken links or lost documents connected to Happeo pages.
3. Update Distribution Lists and Teams ownership to ensure communication channels remain managed.
4. If using Entra ID sync:
   • Unassign the user from the Happeo application. Learn more.
   • Allow up to 24 hours for directory sync to ensure Happeo updates accordingly.

Important notes:

• Deleted users will remain under the Suspended tab in Happeo’s User Management.
• They will not appear in the People Directory, Org Chart, or People Search.

Step 3: Organizational Best Practices

• Create an Offboarding Checklist that includes Happeo steps alongside HR and IT processes.
• Audit content ownership regularly (pages, channels, documents) to avoid single points of failure.
• Document roles and responsibilities within your intranet—so successors know what to take over.
• Communicate the change: If a high-visibility page or channel owner leaves, notify relevant teams and reintroduce the new owner.

Summary

Effective offboarding in Happeo requires a balance of technical steps and organizational best practices.

By integrating Google Workspace or Microsoft 365 processes with your Happeo offboarding checklist, you ensure that:

• No page or channel is left unmanaged.
• Knowledge is preserved and transferred.
• Your intranet remains a reliable, central source of truth for your organization.