If a team member leaves your company, the most secure and efficient way to manage their Clara resources is to disable the user directly from the platform.
Many administrators make the mistake of only canceling the physical card, but this can leave operational and security risks open. Here is the correct process to ensure a clean offboarding.
🛠️ Step-by-Step: How to disable a user
Go to the Team section in your Clara platform.
Search for the collaborator and select their profile.
Click the Disable user button and confirm the action.
What happens next? The system performs an automatic and permanent cancellation of all cards (physical and virtual) associated with their profile. Furthermore, the former employee will lose access to the platform immediately.
💡 Best Practices for Employee Offboarding
To prevent unauthorized charges or fraud after a termination or resignation, we recommend:
Immediate Action: Disable the user at the exact moment their relationship with the company ends.
Subscription Management: If the employee had virtual cards for recurring payments (such as AWS, Google Ads, or software licenses), remember these will be canceled. We suggest creating a new virtual card for an active user and migrating those payments to avoid service interruptions.
Final Reconciliation: Disabled users are not deleted from the system; their transaction history remains visible so you can perform audits or accounting reviews whenever needed.
❓ FAQ
| Question | Answer |
|---|---|
| What happens if I cancel the cards but don't disable the user? | The user will still have access to the platform and, depending on their permissions, could view sensitive account information or even request new cards. To cut off all access, you must disable the user. |
| Can cards canceled due to a disabled user be reactivated? | No. Once a user is disabled, all associated cards are permanently canceled for security reasons. If the employee returns, you must create a new profile and issue new cards. |
| What happens to charges already processed? | Past transactions will appear normally on your statement. Disabling the user only prevents future charges and platform access. |
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