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When someone leaves your organization, their agents aren’t deleted, but automations tied to their account can stop running. Triggers run using the connected accounts of the person who created them. Before removing someone from Gumloop, hand off their agents, ownership, and triggers to another user. These four steps keep everything running without interruption.
Complete the handoff before removing the person from your organization. Once they lose access, triggers they created stop running, and agents left in their personal space may no longer be accessible to the rest of the team.

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1. Move their agents to a team

Start by moving any agents that need to remain in use out of the person’s personal space and into a team. Agents in a team remain accessible to other team members. Agents in a personal space are only accessible to their creator, people added to them directly, and organization Admins.
  1. On the Agents page, open the agent’s ⋮ menu and select Move to Team. You can also move it from within the agent.
  2. Choose the destination team. If you don’t have one yet, see Create a team.
  3. If the agent has attached skills, Gumloop asks whether you want to copy or move them. Choose Move so they remain with the agent and aren’t left behind in the creator’s personal space.
The agent’s tasks move with it. Its triggers move with it only if their creator still has access to the agent in the new team. Moving an agent updates its sharing:
  • Owners and people added to the agent by email keep their access.
  • Existing Organization access carries over if it matches the destination team’s organization. The move doesn’t add organization access to an agent that didn’t already have it.
  • Otherwise, access resets to the new team. The move removes public link access and access from the old team.
Gumloop then deletes these triggers:
  • Triggers whose creator loses access to the agent. The creator keeps access if they’re an Owner, someone added to the agent by email, a member of the new team, an organization admin, or covered by the preserved Organization grant.
  • Triggers that use a team connector from the old team.
  • Copies of a shared trigger whose original no longer exists.
If a move would remove someone’s access, add them to the new team or to the agent by email before moving it. A matching Organization grant carries over for a move within the same organization, but old-team connector dependencies can still cause Gumloop to delete triggers. Restoring access after the move doesn’t bring deleted triggers back.

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Or share the agent directly

For a simple one-person handoff, open the agent’s Access tab and add the person directly. The agent appears in their Shared with me tab. For agents that are important to ongoing business processes, moving them into a team is usually the better long-term setup.

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2. Add another Owner

Moving an agent into a team gives team members User access by default. Make sure at least one other user has Owner access. Owners can edit the agent, manage access, and view and manage team triggers.
  1. Open the agent and go to Access.
  2. Type their email in the Add an owner field under Owners and click Add.
  3. If they’re already listed as a User, open their role and select Owner.
See Sharing roles for more details.

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3. Recreate triggers under the new Owner

Triggers belong to the person who created them and run using that person’s connectors. To keep a trigger running on the new Owner’s accounts before the creator leaves, have the new Owner recreate it. After you remove the member, an admin can also transfer their triggers. To recreate a trigger:
  1. Open the agent’s Triggers tab. Owners can see team triggers along with their schedules and prompts.
  2. Recreate each required trigger from the same tab, or just ask the agent in chat to set it up, for example: “Set up a daily 8 AM trigger that sends me this digest.”
  3. Once you remove the departing person, their original triggers stop running.
Each person needs to create their own triggers because agents can only manage triggers belonging to the person interacting with them.
If the agent should always use a shared account rather than the trigger creator’s personal credentials, you can also configure agent-owned credentials or a team connector.

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4. Verify the handoff, then remove the member

Before removing the departing person, confirm that the replacement triggers are running successfully and that the new Owner can access everything they need. Check the Triggers tab and recent tasks for any failed runs. Once everything looks good, remove the departing member from Organization → Members. Removing them stops every trigger they run right away: Gumloop pauses their agent triggers and deletes their workflow triggers. If they still own resources, the Member removed message offers Transfer their resources. See Transfer or delete a removed member’s resources.
Removing someone deletes their personal access grants on agents, chats, files, Brain sources, skills, workflows, and forms. Removing them from a team covers that team’s items. Removing them from the organization covers items in the organization and all its teams. Grants outside that team or organization are kept, and so is their access to chats they started.

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Review everything they created

Before the person leaves, it can help to review everything they’ve created. You can ask the analytics agent in Gumball or Insights something like: “List the agents, triggers, and skills I created.” Use that list to identify anything that still lives in a personal space or depends on the departing person’s account.

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If the person has already left

An organization admin can still recover most team-owned work.
  1. Find what they created. Use the analytics agent to identify their agents, triggers, and skills, or export agent data with Creator Email through Usage Data Export.
  2. Claim ownership. Open the agent using admin access, click the ⋮ menu beside its name, and select Claim Ownership. See Claim an ownerless agent.
  3. Transfer or recreate the triggers. Claiming ownership gives you control of the agent, but it doesn’t restore the previous owner’s triggers. Transfer them from the Former members tab, or recreate them under another user.

Create a team

Move shared agents out of personal space

Sharing roles

What Owners and Users can do

Who can manage triggers?

What happens to a trigger when its creator loses access

Claim an ownerless agent

Admin recovery after someone leaves