In addition to a well-organized onboarding process, offboarding presents its own unique set of challenges. During or after a season, players and staff members may leave your organization, either temporarily or permanently, for various reasons. Some common examples of situations that may require offboarding include:
- User access was granted only for a specific period
- Internal team assignments end (e.g., player will be on loan)
- Deactivation by an admin (e.g., employee turnover)
This lesson will explore the optimal offboarding process and highlight potential pitfalls to watch out for at each step.
Remove User from Person Groups
Before deactivating or deleting a user account that will no longer be needed in the future, we recommend first removing the user from all person groups and afterwards close all communication room assignments.
Starting with this step has proven to be an effective approach for various reasons in the past. However, there is a common challenge that arises right from the beginning.
At this point, we want to highlight a potential issue in managing person groups and communication rooms: If an admin does not have Manage access to a person group or communication room, they will not be able to remove the user from it.
For this reason, it is advisable that system administrators have the necessary permissions for all these groups and rooms. One possible solution is to create an admin person group with Manage permissions for all other person groups. This process has been explained in more detail in the lesson Person Groups.
But don’t worry - if this setup is not yet in place in your system, we recommend using Individual Object Permissions to resolve the issue. This has also been covered in lesson Working with Individual Object Permissions.
Once you have resolved this obstacle, you can proceed with removing the user from person groups. To delete the user from all person groups, please navigate to the Admin area and select Person Groups. You can filter for a group member by using the search bar. Select all available person groups and click on Manage Group Members. Choose the person you want to remove and click on Update.
Note
Please note that you can only filter for users who currently have an active team assignment with your club. For this reason, we recommend ending the team assignment in a later step and start with the person groups and communication rooms.
Close Communication Room Assignments
To close the communication room assignments, go to the Person Profile and navigate to the Communication section. There, you will see the SAP Team One user status and the room memberships of the person.
Note
Please ensure that you have Manage permissions for all communication rooms. If you hold the role of Individual Permission Admin, you can also utilize Individual Object Permissions for this purpose
Click on Edit and navigate to the Close Assignments dropdown list. From here, you have the option to remove the person from all selected communication rooms at once.
End Active Team Assignments
After completing the first offboarding step - removing the user from person groups and close all communication room assignments - you can proceed with ending their team assignment for your teams and club. To do this, simply go to the Person Profile and update any remaining active team assignments.
Once this step is completed, the user will no longer be part of your team and will no longer be selectable in various system areas, such as when creating events in the calendar.
Deactivate or Delete User
However, you also noticed that the person still has an active user account in the system. That’s why we want to deactivate their SAP Sports One account. If someone will be absent for only a certain period or from a specific date onward, it’s best to begin by restricting their access rather than deleting the account completely.
However, if a person permanently leaves the club and will no longer need a user account in the future, you have the option to delete it. The decision is up to you.
To deactivate the user account, go to Admin → Users and search for the user account to be deactivated. Then click on the three dots next to the person. Go to the Activation tab and deactivate the user either permanently or temporarily. You can adjust the time span at any time as well as reactivate the user account.
After deactivating the SAP Sports One user account, you have the option to delete the account. This step isn’t required (the user already lacks access), but you may still prefer to complete it.
To delete a user permanently, go to Admin → Users and filter for the user to be deleted. Click on the three dots next to their name, then go to the User Data tab and select Delete User.
Note
To check where a user has other specific permissions, you can review this via the Individual Object Permissions (accessible only to the Data Security Officer). For more details on how to work with Individual Object Permissions, refer to the lesson Working with Individual Object Permissions. If you have further questions, please reach out to your SAP representative.
Best Practice: Offboarding Process in SAP Sports One
To summarize, we want to provide a quick overview of the optimal offboarding process, ensuring that potential pitfalls in user management are avoided. Offboarding in a different order may lead to issues at certain stages. Therefore, please follow these process steps carefully:
- Admin gains Manage access to relevant objects (person groups and communication rooms)
- Remove user from person groups
- Close communication room assignments
- End active team assignment
- Deactivate user account
- Optionally: Delete user account