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Deactivation blocks a user’s access to Sofie without deleting their data. Offboarding then transfers the work they own or operate to one active successor. Use deactivation first when someone leaves. Transfer their resources after the account is inactive. You can optionally delete the account after the transfer finishes.
Resource transfer runs in the background and cannot be undone automatically. Confirm the departing user and successor before you start it.

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Before you start

Confirm that:
  • Your role includes View Users, Deactivate Users, and Offboard Users. You also need Delete Users if you plan to delete the account afterward.
  • The successor is an active Sofie user.
  • The successor is not the departing user.
  • The successor is prepared to own the user’s Workspaces, shared content, and automations.
  • You have reviewed any organization process that applies to user departures.
Sofie does not let you deactivate or offboard your own account. These actions may require passkey confirmation.

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Understand account states

Use the Active, Deactivated, Departed, and All tabs in User Management to find accounts by state.

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Deactivate a user

1

Open User Management

Go to the administration area and open Users.
2

Find the active user

Open Active and find the person who should no longer have access.
3

Choose Deactivate user

Open the user’s Actions menu and select Deactivate user.
4

Review the access change

Confirm that you selected the right person. Click Deactivate User, then complete passkey confirmation if prompted.
5

Confirm the new state

Open Deactivated and confirm that the user appears there.
Deactivation immediately:
  • Blocks sign-in.
  • Ends active sessions.
  • Disables the user’s connected integrations.
  • Pauses automations that run as the user until their resources are transferred.
  • Keeps the user’s data and current ownership intact.
Deactivation does not transfer anything. Complete the offboarding transfer to give a successor ownership and operational responsibility.

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Transfer resources to a successor

1

Open the deactivated user

In User Management, open Deactivated. Open the user’s Actions menu and select Manage user.
2

Review Owned resources

In Account Lifecycle & Offboarding, review the resource types and counts. Only resource types with current items appear.
3

Select the successor

Under Transfer everything to a successor, choose an active user from Select successor. The list shows names and email addresses to help you distinguish similar users.
4

Start the transfer

Click Transfer ownership. Review the confirmation, then click Start Transfer. Complete passkey confirmation if prompted.
5

Monitor the transfer

Check Transfer status until it shows completed. The transfer continues in the background.
6

Verify the result

Confirm that Owned resources says the user has no transferable resources. Spot-check critical Workspaces, artifacts, shares, and automations with the successor.
If Owned resources says the user has no transferable resources, Sofie does not show the transfer controls. You can leave the account deactivated or delete it according to your organization process.

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What the transfer changes

Sofie handles resources according to how they are used.
The successor must connect their own accounts for integrations that require personal authentication. Reactivating the original user also requires them to reconnect integrations.

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Monitor and retry a transfer

Transfer status can show pending, running, completed, or failed.
  • For pending or running, keep the departing user deactivated and the successor active.
  • For completed, confirm that no transferable resources remain.
  • For failed, review the error shown in Account Lifecycle & Offboarding. Correct the issue and retry with the same successor.
Do not choose a different successor when retrying a failed transfer. Some resources may already have moved, and Sofie requires the same successor to avoid splitting ownership between users.

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Reactivate a user

Reactivate an account when the person should regain Sofie access.
1

Open Deactivated users

In User Management, open Deactivated.
2

Reactivate the account

Open the user’s Actions menu and select Reactivate user. Complete passkey confirmation if prompted.
3

Reconnect integrations

Ask the user to reconnect any integrations they still need.
Reactivation restores sign-in. It does not automatically restore integrations or reverse a completed resource transfer.

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Delete the account after offboarding

Deletion is optional. Use it only when your organization process calls for the user to move from Deactivated to Departed. Sofie blocks deletion while the user still owns transferable resources. Complete the transfer first, then click Delete User from the user’s details. Deleting the user:
  • Blocks sign-in and ends any remaining sessions.
  • Hides the profile across Sofie.
  • Moves the account to Departed.
  • Keeps retained content and historical attribution intact.
Re-inviting the same email restores the account. It does not reverse resources that were already transferred to the successor.

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Offboarding checklist

Before you finish:
  • The departing account is deactivated.
  • Transfer status is completed.
  • No transferable resources remain in Owned resources.
  • The successor can open critical Workspaces and shared artifacts.
  • Important automations have the expected new owner or run-as user.
  • The successor has reconnected any required personal integrations.
  • You deleted the account only if your organization process requires it.
Authorized administrators can review related access events in Security Center.