When a client relationship ends, access ends cleanly and the record survives. You revoke the seat, archive the account, hand over whatever they are entitled to take with them, and keep the history your business needs. A written offboarding runbook makes the last day as organized as the first.
There is no purpose-built offboarding app in the gallery, so start from Client Portal, a live Taskade Genesis app on this page. Walk the signed-in surface you will eventually be revoking access to, then choose "Use this app" to clone it in about ten seconds and build the close-out steps into your own copy.
The build gives you a repeatable close-out sequence rather than a scramble. Each offboarding run lists the steps in order: confirm the final invoice, export the client's documents, deliver the final report, revoke portal access, archive the account, and record the reason. Every step has an owner and a date. The client keeps their portal access until the export is delivered, which avoids the awkward situation of cutting someone off before you have handed over their files. When you switch the seat off in App Users, access ends on their next request and the history stays intact.
The order is what makes this humane rather than abrupt. Deliver the export first, confirm the client has what they are entitled to, then revoke. Reversing those two steps produces the message every service business dreads, where a former client asks for their files and cannot reach them. Running it as a sequence also means the commercial steps are not forgotten in the emotion of a departure: the final invoice, the outstanding deliverable, and the internal note about why they left all get captured while someone still remembers the detail.
Workspace DNA makes it dependable. Memory holds the client's full history and the offboarding record. Intelligence, backed by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, drafts the closing summary and the handover note. Execution fires the sequence in order so nothing gets skipped on a busy week.
The runbook renders in every layout you need:
- List view for the ordered close-out steps you work top to bottom
- Board view for tracking several offboardings in flight at once
- Table view for the register of closed accounts, dates, and reasons
- Calendar view for the final delivery and access-end dates
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations enforce the order. Connect Taskade automations so marking an account closed starts the runbook, delivering the export triggers the access revocation, and a completed offboarding files the record and notifies finance. Across 100+ bidirectional integrations, your billing tool pulls the final status in, while email and Slack push the handover note and internal confirmations out.
Write the runbook while a relationship is healthy, not during your first difficult exit. Fifteen minutes spent listing the steps now gives you something to follow on the day when nobody wants to be thinking about process, and it means every departure is handled the same way.
The AI agents in the app carry 34 built-in tools including persistent memory and file analysis. An agent assembles the client's document export list, drafts the closing summary from the account history, and writes the internal note on why the relationship ended.
Clone the app, invite your team, and the record is yours. Client sign-in is available on Business plans and up, $25/mo billed annually, and App Users is in beta.
Read App Users for revoking a seat, Project export for handing over data, or browse operations builds in the Community Gallery. Start at Taskade Genesis. Pair this with Set Up App User Invites and Access Tags and Build a Client Data Room for Due Diligence.
Frequently Asked Questions
Does revoking access delete the client's data?
No. Disabling a seat ends their ability to sign in. The records stay in your connected project, so your reporting, invoicing history, and case record are unaffected.
Can I reinstate a client later?
Yes. Switch the seat back on and they sign in again to the same account view. Returning clients are common, and rebuilding their portal from scratch would be wasteful.
How do I hand over their files?
Assemble the export in the runbook before revoking access. An agent can list every document tied to the account so nothing is missed, and you deliver it as a package or leave the library open until they confirm receipt.
Should access end immediately or on a delay?
Most teams give a short window after the final delivery so the client can download what they need. Put the access-end date on the runbook and let the automation revoke on that date.
Can I capture why the client left?
Yes. Make the reason a required field on the offboarding record. Over time that register is one of the most useful datasets your business has.
What if the client comes back with a question later?
The history is still in your workspace, so your team can answer even after the portal seat is off. You can also reinstate access temporarily.
Does this work for pausing rather than ending?
Yes. A pause is the same sequence with the archive and export steps skipped. Tag the account paused, disable the seat, and set a date to review.
How long should I keep a closed account's records?
Follow whatever your business already requires for record keeping. Disabling a seat is about access, not retention, so your reporting history and case record remain until you decide to archive or remove them.
