Deleting a user
What happens to their work?
Nothing is lost. Their templates, schedules, tasks and XBerts all stay in your account. What gets removed is the link to them:
Templates and schedules remain, with the "created by" and "assigned to" fields cleared.
Tasks and XBerts remain, with the assigned, completed and created-by fields cleared.
Anything that was assigned to them becomes unassigned, so reassign it to someone else once the deletion has finished.
Is anything permanently deleted?
Yes, and these cannot be recovered:
Their draft time and any running timers. Time already logged against tasks is kept.
Their capacity settings
Their activity history
Their user settings and account access
Shared views they created are kept, and simply stop being owned by anyone. If you are an admin you can tidy these up from the Saved Views page in Settings, which lists every saved view in the workspace along with who created it.
đ Read more here: How To: Manage Saved Views as an Admin
How long does it take?
Deletion runs in the background, so it is not instant. For a user with a lot of history it can take several minutes. Nothing is wrong if the change does not appear straight away.
What happens to my billing when I delete a user?
A pro-rata credit is applied for the remainder of your billing period.
What if I delete a user and add a new one immediately?
A pro-rata credit is applied for the remainder of your billing period, and the new user is then pro-rata charged.
Deleting a client
What happens to the client's data?
All of it goes: client data, the accounting connection, tasks and notes are deleted and cannot be recovered. Save or copy anything you need, such as reports, notes or task history, before you delete.
I'm on a monthly plan. Does a credit note apply?
No. Pro-rata credits are not applied. When you delete a connected file it is scheduled for deletion at the end of the day before your next billing period is calculated. You were pro-rata charged when the file was connected.
I'm on a monthly plan and want to delete the client now rather than wait.
You can. Go to the client summary on the Plans page and delete it there. This forfeits any remaining subscription for that connected client.
I'm on an annual plan. Will a pro-rata credit apply?
No. Your account, including all connected file plans, has had the benefit of the annual discount and any initial pro-rata discount at the time of connection. Please refer to the terms and conditions on annual pricing agreed at sign-up.
If I buy an annual plan and cancel before renewal, do I get a refund?
No. Annual plans are fixed for 12-month periods, and you have had the benefit of annual discounts on connected file plans and user plans. If you want your data deleted before your subscription ends, delete your clients and tasks.
If you are requesting account termination after your initial 12-month subscription period ends, 30 days' notice is required. Credits are calculated with a 20% reduction, accounting for the annual discounts on connected files and user plans. Please refer to your agreed terms and conditions, clause 19.
I'm on an annual account and want to cancel. Do I need to give notice?
Yes. 30 days' notice is required, as set out in the terms and conditions.
đ Read more here: How To: Delete a Client and FAQ: Account Deletion
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io