Transferring user data between team members

When a team member leaves your brewery, changes roles, or you need to redistribute responsibilities, you can use the Transfer user data wizard to quickly reassign their outstanding tasks and customer assignments to another team member.

When to use the transfer wizard

The transfer wizard is ideal for:

• Team member departures: When someone leaves your brewery, transfer their outstanding tasks and customer relationships before removing their access

• Role changes: When a team member moves to a different position and their responsibilities need to be handed over

• Workload rebalancing: When you want to redistribute work from one team member to another

• Covering absences: When temporarily or permanently reassigning a team member's responsibilities

Accessing the transfer wizard

There are several ways to access the transfer wizard:

From the user list

1. Go to Settings -> User & security settings
2. Click the Actions & tools dropdown menu
3. Select Transfer user data

From a specific user's row in the user list

1. Go to Settings -> User & security settings
2. Find the user whose data you want to transfer
3. Click the transfer icon button (arrows pointing in opposite directions) next to their name

From a user's detail page

1. Go to Settings -> User & security settings
2. Click on a user to view their details
3. Click the Transfer data button in the header actions

Using the transfer wizard

The transfer wizard guides you through three simple steps:

Step 1: Select the source user

Choose the user whose data you want to transfer away from. The list shows all users who have ever had access to your brewery, with badges indicating whether they currently have access or not. This allows you to transfer data from former team members as well as current ones.

Step 2: Select the target user and transfer types

Choose where the data should go and what types of data to transfer:

Target user: Select the team member who will receive the transferred data. Only users with current access to your brewery can be selected as targets.

Transfer types: Choose which types of data to transfer:

You must select at least one transfer type to proceed.

Step 3: Review and confirm

Before the transfer is executed, you will see a summary showing:

• Who the data is being transferred from and to

• How many items will be transferred for each type

• A breakdown by status (for tasks) showing how many are pending vs in progress

• Examples of items that will be transferred, with links to view them

  Review this information carefully. Once you click Transfer, the action cannot be undone.

What gets transferred

Outstanding tasks

When you transfer outstanding tasks:

• All tasks assigned to the source user that are Pending or In progress are transferred

• The source user is removed from each task's assigned users

• The target user is added to each task's assigned users

• If other users are also assigned to a task, they remain assigned (only the source user is swapped out)

• Completed tasks are not affected

Customer salesperson assignments

When you transfer customer salesperson assignments:

• All customers where the source user is listed as the salesperson are updated

• The salesperson field is changed from the source user to the target user

• This affects reporting and sales attribution for future orders

• Historical orders retain their original salesperson attribution

How transfers are logged

All user data transfers are recorded in the Key actions log for audit purposes. This log captures:

• When the transfer was performed

• Who performed the transfer

• Who data was transferred from and to

• How many items were transferred for each type

  This provides a permanent record of significant administrative actions within your brewery.

Tips for smooth transitions

• Transfer before removing access: We recommend transferring a departing user's data before removing their access to your brewery; however, it can still be done after they have had their access revoked.

• Check the preview: The summary step shows exactly what will be transferred, including examples. Review this carefully before confirming

• Coordinate with the target user: Let the receiving team member know they will be getting new tasks and/or customer assignments

• Consider workload: Check the target user's current workload before transferring a large number of tasks to them