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:
🧑💼 1. Automatic Account Deactivation
If you’re using an identity provider like Google Workspace or Okta, deactivating the user’s account there will automatically deactivate their Guide access.
✅ Good to know:
Their open tasks and interviews will remain in Guide. These won’t be deleted or disrupted unless you need to make changes to them.
However, once their Google account is deactivated, Guide will no longer be able to reschedule any events linked to that coordinator’s calendar, since access tokens will be revoked.
🗓️ 2. Transfer Calendar Ownership
Before deactivating the user’s Google account, we strongly recommend transferring ownership of any upcoming interviews to a shared calendar.
📌 This ensures your team can continue managing or rescheduling those interviews after the user has left.
If this step is skipped and their calendar becomes inaccessible, Guide will not be able to reschedule those interviews.
🔄 3. Reassign Open Tasks
Use Guide to:
Review any open scheduling requests
Reassign them to another active coordinator on your team
Guide stores all interview data, so reassigned tasks can be picked up seamlessly by others.
⚙️ 4. Remove from Assignment Defaults
Double-check the following:
The departing coordinator is no longer being suggested in the “Assign to” dropdown
They are not set as the default assignee for incoming requests
🐞 If the user still appears as a default assignee after being removed from your system, this could be a bug. Please contact Guide support for help.
📄 5. Add to Your Offboarding SOP
To make transitions smoother in the future, we recommend adding these steps to your internal coordinator offboarding process:
Transfer ownership of interviews to a shared calendar
Reassign open scheduling tasks
Confirm deactivation in your identity provider
Check for assignment suggestion cleanup
✅ 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.