Purpose

This guide outlines the recommended process for offboarding former employees or users in Sparkrock 365. It ensures compliance, data integrity, and system stability while revoking access and maintaining historical records.

User Deletion Limitations

• Sparkrock 365 does not support permanent deletion of user accounts.
• Retaining user records preserves:
  • Historical data (e.g., timesheets, approvals, transactions).

  • Audit trails for compliance.

  • Continuity of workflows and reporting.

Offboarding Process

• Deactivate the User in Sparkrock 365
  1. Log in to Sparkrock 365.
  2. From the Role Center, navigate to: Search Bar > Type "Users" -> Select Users under Administration. (Or use the navigation: ☰ -> Users).
  3. Locate the User. In the Users list, you can use the Filter pane to search for the user by:
     1. User Name
     2. Full Name
     3. Email Address
  4. Click the user’s entry to open their User Card
  5. On the User Card, locate the Status field.
  6. Change the dropdown value from Active to Inactive.

• Unassigning license and Security Groups from the user in Microsoft 365

This part is often handled by your IT team, they will have the necessary access to remove the license and security groups from this user in Microsoft 365. Although not recommended, they can also delete the user in Entra, but please note that will not affect Sparkrock 365.