How to Handle an Employee Role Change or Departure

When someone changes roles or leaves, the risk is silent ownership gaps. DeptOps keeps people, responsibilities, and work linked so you can reassign what must move and preserve the history of what already happened.

Role change or transfer (person stays active)

1. Open People, select the person, and choose Role Change / Transfer from Actions.
2. Review the preview counts for primary responsibilities, backups, participations, temporary coverage, open work, and recurring definitions.
3. Choose what to transfer. Defaults typically include Primary Responsibility ownership and Open & Recurring Work. Backup, participation, and coverage start off unless you enable them.
4. Select the destination person for anything you are transferring.
5. Optionally change the person's department. Department change alone does not automatically move responsibilities or work.
6. Review the summary, then Confirm Transfer.

• Primary Responsibility ownership
• Backup Responsibility assignments
• Responsibility participation
• Temporary coverage assignments
• Open & Recurring Work (open occurrences and future generations)

Departure (deactivate)

1. Organization admins open the person and choose Deactivate Person.
2. Review the offboarding list: primary, backup, participant, and coverage responsibilities, plus open work and recurring definitions.
3. Optionally choose Reassign to so those ties move before deactivation.
4. Confirm deactivate. Without reassignment, the person is deactivated and existing ties remain unless you reassigned them in that step.

Preserve operational history

Transfer and deactivation change who owns what going forward. Completed work, past submissions, and historical records remain part of the operational trail. After a change, spot-check Needs Attention and responsibility health for missing owners, inactive owners, and overdue high-priority work that may have been left behind.

• Reassign critical primary responsibilities first.
• Move open and recurring work so routines do not stop generating or sitting with an inactive assignee.
• Decide deliberately whether backups, participation, and temporary coverage should move.
• Invite or adjust the destination person's role if their access needs to match the new ownership.