8d • General discussion
Retire the User, Not Just the Login
Command note: we deactivated a teammate's GHL login the day she left, and three new leads sat unassigned for two days before anyone noticed.
The login was gone. Every place that still pointed to her wasn't.
Where a user ID keeps working long after someone's gone:
• Round-robin lead assignment
• Task and follow-up assignees inside workflows
• Calendar ownership on a live booking link
• "Notify user" steps buried in older automations
None of those fail loud. They just quietly keep routing to someone who can no longer see the notification.
Before you deactivate anyone, do this:
1) Search every workflow and pipeline for their name, not just their login — the reference outlives the account.
2) Reassign round-robins and calendars to someone active before you flip the switch.
3) Send a real test lead through and confirm who actually gets it.
4) Deactivate, then check again a week later.
The account doesn't know someone left. It only knows what you told it to do with their name, and it will keep doing that forever if you let it.
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Retire the User, Not Just the Login
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