🔍 Overview
Some account owners have noticed that deactivated team members continue to receive notification or report emails even after being excluded from recipient settings. This article explains what to do if you are experiencing this issue.
⚙️ Why This Happens
Deactivated users can continue to receive emails because scheduled reports and automated emails may have their own separate recipient configurations that are not automatically updated when a user is deactivated. As a result, a deactivated user may remain listed as a recipient inside individual report automations even after they have been removed elsewhere.
🛠️ How to Stop Emails to Deactivated Users
- Confirm the user has been deactivated. Verify in your account settings that the user in question has been fully deactivated before proceeding.
- Check your email notification recipient settings. Review the recipient lists in your email and notification settings and remove any deactivated users that still appear there.
- Audit all scheduled and automated reports. Open each active report automation and review the recipient list inside each one individually. Update or remove any automation that still lists the deactivated user as a recipient.
- Delete and recreate affected automations if needed. If a scheduled report cannot be edited to remove the deactivated recipient, delete the automation entirely and create a new one with only the correct active recipients.
- Do a final check. Review all remaining report automations and notification recipient fields to confirm the deactivated user no longer appears anywhere.
✅ Best Practices When Deactivating a User
- Before deactivating a team member, audit all scheduled reports and automations they are included in and update the recipient lists first.
- Assign a replacement recipient to any report automations previously assigned to that user so no scheduled emails are lost.
- After deactivating a user, confirm they have been removed from all individual report and notification recipient lists — not just top-level settings.
If you need further assistance, open the chat widget in the bottom-right corner of the platform and type human teammate to be connected with a member of our team.