When a coordinator or recruiter leaves your company, there are a few best practices to follow in Guide to ensure interviews and scheduling tasks continue without disruption. Here’s a step-by-step checklist for a smooth offboarding process:
Who can do this: Only users with Guide Admin permissions have access to the Transfer Ownership feature.
How to transfer ownership:
Go to Organization Settings and open the Users tab.
Find the user whose ownership you want to transfer and click their name to open their profile.
Click the three-dot menu in the profile drawer and select "Transfer ownership."
In the dialog, select the team member who should receive ownership using the "Transfer ownership to" dropdown.
Review the list of actions Guide will take automatically, which may include:
Transferring self-schedule requests to the new owner
Transferring upcoming scheduled interviews to the new owner
Reassigning open scheduling tasks to the new owner
Adding the new owner as a follower on active candidate message threads
Transferring or archiving booking links, depending on who the interviewer is
Cancelling booking link interviews where the departing user was the sole interviewer
If any booking link interviews will be auto-cancelled, you will see a table listing them. Use the "Export CSV of auto-cancelled interviews" button to save that list before proceeding - you will not be able to retrieve it afterward.
Review any items under "Actions Required by You." If the user is a participant on upcoming interviews, those interviews must be cancelled or the user removed before offboarding is complete. You can find these interviews by following the link provided in the dialog.
Click "Transfer ownership," then type TRANSFER in the confirmation box and click Transfer to finalize.
What to expect after confirming: The transfer is processed in the background. Depending on the number of items, it may take a few minutes to complete. The new owner will begin receiving all relevant notifications once the transfer is done.
Note: If the dialog shows "No items need to be transferred for this user," there is nothing to action and you can close the dialog.
✅ You’re All Set!
Following these steps will ensure that your scheduling workflows stay intact even after a team member leaves. If you need help during the transition, our support team is always here to help.