Keep agents running when someone leaves

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. Following these four steps will help keep everything running without interruption.

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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 it has been shared with directly, and organization Admins.

1. From the Home 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 will ask 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 is preserved if it matches the destination team’s organization. The move does not add organization access to an agent that did not already have it.
• Otherwise, General Access resets to the new team. Anyone access and access from the old team are removed.

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 is deleted.

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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 will appear 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. Click Add owner, enter their email, and save.
3. If they’re already listed as a User, open their role and select Promote to Owner.

See Sharing roles for more details.

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3. Recreate triggers under the new Owner

Triggers can’t be transferred between people. They continue to belong to the person who created them and run using that person’s connectors. Before the original creator leaves, have the new Owner recreate any triggers that need to keep running:

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 the departing person is removed, their original triggers will automatically stop running.

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 does not switch off their agent triggers right away. Each time one fires, Gumloop checks that its creator can still use the agent and deletes the trigger if they can’t. To stop a trigger immediately, deactivate or delete it from the agent’s Triggers tab first.

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Make sure everything has been handed off

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. Recreate the triggers. Claiming ownership gives you control of the agent, but it doesn’t restore the previous owner’s triggers. Recreate them under another user.

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