Managing mailboxes when team members leave your company
Last updated: March 25, 2026
When a team member leaves your company, you'll need to handle their Unify mailboxes to ensure continuity of your outreach campaigns and lead management. Here's what you should consider and how to manage the transition.
Key considerations before removing a departing employee
Before deactivating or removing mailboxes for departing team members, check the following:
Active sequences: Reassign any active sequences, tasks, or owned accounts/opportunities that were assigned to them
Routing rules: Update any routing rules, teams, or permission groups that included their user
Automations and reporting: Confirm their mailbox isn't being used in any automations or reporting views
Positive replies: Check for any recent positive replies that need to be handed off to another team member before removal
Options for handling departing employee mailboxes
You have several options when a team member leaves:
Option 1: Forward replies to another team member
You can keep the mailboxes active and forward all replies to another team member. This is useful when you want to maintain continuity with existing prospects who are familiar with the departing employee's name.
Option 2: Update signatures and booking links
Even if the employee is inactive in Unify, you can still update their email signatures and booking links to redirect prospects to active team members or general booking queues.
Option 3: Completely remove the mailboxes
If you don't need the mailboxes anymore and aren't replacing the employee, you can request complete removal of all associated mailboxes.
How to request changes
To make any of these changes, contact your Unify support team with the following information:
Name of the departing employee
List of mailboxes that need to be updated
Your preferred option (forwarding, signature updates, or removal)
If forwarding, the email address where replies should be sent
If updating signatures, the new booking links or contact information
The support team will typically complete these requests within 1-2 weeks for mailbox transfers and connections.
Best practices
Plan ahead: Notify the Unify team as soon as you know someone is leaving to ensure smooth transitions
Maximize capacity: Consider forwarding replies rather than removing mailboxes entirely to maintain your email send capacity
Update admin access: If the departing employee was an admin, ensure other team members have the necessary permissions
Handle active conversations: Make sure any ongoing prospect conversations are properly handed off before making changes