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How Can I Remove a User From my Account?

There are times when you may need to remove a user from your Planning Pod account — maybe a team member has moved on, a client no longer needs access, or you’re simply cleaning up old users.

If that person has ever been assigned to something in the system, they can’t be fully deleted (to protect your account’s data integrity), but you can remove their access so they can no longer log in.

Before doing that, it’s best to review a few key areas in your account to make sure their name isn’t still tied to active forms, notifications, or assignments. 

Step 1: Check Lead Capture Forms

  1. Go to Leads > Lead Setup > Lead Capture Form.

  2. Review each form that’s currently in use.

  3. Click into each one and look at the Notify User and Assign User sections in the last panel on the right.

  4. Update these fields if the user you’re removing is currently listed — otherwise, new inquiries might still be routed to them.

Step 2: Check Additional Notifications

  1. Go to Settings > Email Communication Settings.

  2. Review the System Notification Emails section.

  3. Click the Pencil icon to edit, then remove or add contacts as needed to make sure the right people are still getting notified of payments, signatures, and form submissions.

Step 3: Check Your Personal Calendars

  1. Go to Calendars in the left-hand navigation bar.

  2. In the top left of the screen, you’ll see Personal Calendars listed.

  3. Click into each calendar to edit the name and manage which users have access.

  4. If you no longer need a calendar, you can remove it from your personal calendar list.

Step 4: Review Email Templates

  1. Go to Templates > Email Templates.

  2. Review your templates and update any written signatures or contact information that may reference the user you’re removing.

Removing Access

Once you’ve reviewed these areas, you’re ready to remove the user’s access.

  1. Go to the Contacts tab.

  2. Find the user you want to remove and click into their contact card.

  3. In the User Access panel, click Edit.

  4. Select No Access and click Save.

The user will no longer be able to log in to Planning Pod, but their name and history will remain tied to past assignments for accurate record keeping.

Tips & Notes

  • Removing access does not delete the user’s history. Any items they were assigned to will remain in the system for record-keeping and reporting.

  • You may need to reassign users to current, active leads.

  • If you ever need to give the user access again in the future, you can reactivate them by updating their User Access in the Contacts tab.

  • Take a few moments to double-check forms, notifications, calendars, and templates before removing access to ensure no new emails, leads, or events are routed to the user.