What should I do when an employee leaves my team?

When a user leaves your team, their content should not be lost automatically – especially when it contains company-owned or sensitive data. Articulate 360 Teams allows you to define how personal and shared content is handled, ensuring that intellectual property remains within the organization.

Core principle: personal vs. shared content

All content created with Articulate 360 web applications (e.g. Rise 360) is initially linked to the user’s Articulate ID and is considered personal content.
Once it is shared with the team, it is considered shared content until the sharing is removed.

Shared content always remains within the team subscription and must be transferred to another team member before removing a user. In addition, you can define what happens to personal content:

• Transfer personal content → Access is retained

• Do not transfer personal content → Access is lost

Examples of personal and shared content

Personal content

• Rise 360 courses, Microlearning, and question banks in the private directory

• Unshared Rise 360 block templates

• Review 360 items and folders in the private directory

Shared content

• Rise 360 courses, Microlearning, and question banks in the team directory

• Shared Rise 360 block templates

• Review 360 items and folders in the team directory

• Storyline 360 team slides

In most cases, transferring personal content is recommended in order to retain control over team content. However, there are exceptions, for example:

• A team member leaves the company only temporarily.

• An external service provider or freelancer uses their own Articulate ID and creates personal content (see: How Freelancers Work With Articulate 360 Teams).

Remove a user from the team

Sign in at
https://id.articulate.com/redirect/account
with your Articulate ID and select Manage Team.

Requirement: Primary Admin, 360 Admin, or Group Manager permissions.

Procedure

1. In the user list, click the name to open Edit permissions.

   • Primary Admins and 360 Admins can select multiple users at the same time.

   • Content from users with Creator permissions can only be transferred to a single person.

2. Click Remove from 360.

3. Under Transfer to, select the team member who should take ownership of the content
   (filtering by typing is possible).

Notes:

• The target person must be a team member with Creator permissions.

• If no free licenses are available, see the section Transfer content when no license is available.

Afterwards, you can choose between two options:

• Transfer shared and personal content

• Transfer shared content only

Transfer shared and personal content

Enable Include personal content and click Remove User.

Result:

• The removed user receives an email notification.

• Access to Review 360 content with private links is removed.

• The new owner receives full control over:

  • Rise 360 courses, Microlearning, Label Sets, and block templates

  • Review 360 content incl. Storyline 360 backups and review requests

  • Storyline 360 team slides

• Sharing, folder permissions, collaborators, and links remain unchanged.

Important: Content can only be transferred to a single team member with Creator permissions.
All Rise 360, Review 360, and Storyline 360 team content is transferred completely.

Transfer shared content only

Disable Include personal content and click Remove User.

Result:

• The user is informed by email.

• Private Review 360 links become invalid.

• Personal content remains stored for up to 6 months:

  • Sharing links continue to work (view-only).

  • Editing and management are not possible.

  • Collaborators lose their access.

• If the user joins a team again within 6 months using the same email address or purchases an individual subscription, they regain access.

• Shared content is transferred completely to the new owner.

Transfer content when no free Creator license is available

Option 1: Temporarily assign Group Manager permissions

• Create a new group without a license.

• Assign the departing user to this group.

• Invite the new user and temporarily assign Group Manager permissions.

• The new user removes the old user themselves and takes over content and license.

Group Managers do not require a Creator license and only have access to their group. Permissions can be removed again afterwards.

Option 2: Temporarily leave content without an owner

• Remove Creator permissions from the old user.

• When removing the user, select None – do not transfer content
  (not possible if only one license exists).

• Content remains temporarily in the subscription.

• Assign the Creator license to the new user.

• A Primary Admin contacts Articulate Support with:

  • Subscription name or number

  • Email address of the removed user

  • Email address of the new user

Support then transfers the content manually.