What is this for?
Manage the departure of a team member from your company, either by deactivating their access or recovering funds from their card.
Who can do this?
Account administrators only.
⚠️ Important about the platform:
Currently, the user deactivation functionality is located in the legacy admin portal: admin.heyatlas.com/es
It will soon be available directly on the new platform cards.heyatlas.com, along with the ability to invite other administrators.
How does offboarding work?
When you offboard a team member in Atlas:
✅ User is removed from the platform
✅ Card is deactivated (cannot make more purchases)
✅ Available funds return to your main account
✅ Team member's Atlas account is completely closed
⚠️ Important: Offboarding can be scheduled until the last day of the current month. Once processed, all changes are irreversible.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Step-by-step guide
Step 1: Access the admin portal
Go to admin.heyatlas.com/es
Log in with your administrator credentials
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Step 2: Follow the deactivation process
To complete the team member offboarding, follow the detailed instructions in this article:
👉 How to deactivate team members
In that article, you'll find the complete step-by-step process with screenshots.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
What happens when offboarding is processed?
On the scheduled date:
Card deactivation
Fund return to your main account
User removal from the platform
Team member's Atlas account closure
⏱️ Processing time: Offboarding is executed on the scheduled date. Funds may take an additional 24-48 hours to be reflected in your account.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
What happens to balance and renewals?
Available balance:
The balance the team member has on their card at the time of offboarding will be returned to your main account
This includes both their monthly program balance and any gifts they received and didn't spend
Monthly renewals:
If the team member has a "Monthly" program, it will NOT renew after the offboarding date
If you schedule offboarding for January 30th, their program will not renew on February 1st
Pending transactions:
It's important that all pending transactions are processed before the offboarding date
If you have questions about pending transactions, contact clientes@heyatlas.com
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Alternative: If the team member needs more time with their balance
If the team member left the company but you want to be flexible and allow them to finish using their available balance:
Option: Edit their Card Program
Change their program from "Monthly" to "One time" with the current balance
This will prevent future renewals
The team member can continue using the balance until depleted
When needed, process the offboarding from admin.heyatlas.com/es
💡 Note: This is a temporary solution. Once you decide to recover the funds, you'll need to process the full offboarding following the steps in the "How to deactivate team members" article.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Important points:
📅 Offboarding scheduling: You can only schedule offboarding until the last day of the current month. It's not possible to schedule offboarding for future months.
🔄 Automatic renewals: If you schedule offboarding before month-end, the team member's program will NOT renew on the 1st of the following month.
💰 Fund recovery: Available funds on the card are automatically returned to your main account when offboarding is processed.
📧 Team member notification: The system does NOT send automatic notification to the team member. You must directly communicate that their benefit will end.
⏳ Timing: If you know a team member will leave the company, plan the offboarding in advance to avoid unnecessary automatic renewals.
🔐 Admin portal: Offboarding is managed from admin.heyatlas.com/es (not from cards.heyatlas.com). It will soon be available on the new platform.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Frequently Asked Questions:
Q: Where should I offboard the team member from?
A: From the admin portal: admin.heyatlas.com/es. Follow the instructions in the "How to deactivate team members" article.
Q: Can I schedule offboarding for 2 months from now?
A: No. You can only schedule offboarding until the last day of the current month. For future months, you'll need to process it when that month arrives.
Q: What happens if the team member has pending transactions?
A: It's important that transactions are processed before the offboarding date. If you have questions, contact clientes@heyatlas.com before processing the offboarding.
Q: Is the team member notified when I schedule their offboarding?
A: No. The system doesn't send automatic notification. It's important that you directly communicate to the team member about the end of their benefit.
Q: Can I cancel a scheduled offboarding?
A: It depends on the process status. Contact clientes@heyatlas.com as soon as possible if you need to cancel an already scheduled offboarding.
Q: Exactly how much money is recovered?
A: The available balance on the card at the time of offboarding is recovered, minus any pending transactions to be processed.
Q: If I schedule offboarding for January 31st, will the program renew on February 1st? A: No. Once offboarding is scheduled, the program will not renew anymore.
Q: Can I reactivate a team member after offboarding them?
A: No. Offboarding is permanent. If you need to bring the team member back, you'll need to onboard them again from scratch as if they were a new team member.
Q: What if I want the team member to finish using their balance but without renewals? A: Edit their Card Program from "Monthly" to "One time". This will prevent renewals but allow them to use the current balance. When you decide to recover the funds, process the offboarding from admin.heyatlas.com/es.
Q: Why can't I offboard from cards.heyatlas.com?
A: Currently this functionality is in the legacy portal (admin.heyatlas.com/es). It will soon be available on the new platform cards.heyatlas.com.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Common mistakes to avoid:
❌ Looking for the offboarding option in cards.heyatlas.com
✅ Use admin.heyatlas.com/es following the "How to deactivate team members" article
❌ Scheduling offboarding without communicating to the team member
✅ Always inform the team member about the end of their benefit
❌ Forgetting to schedule offboarding before month-end
✅ If the team member leaves mid-month, schedule offboarding to avoid renewal
❌ Not verifying pending transactions
✅ Make sure there are no recent purchases being processed
❌ Expecting the team member to be automatically notified
✅ Communication with the team member is your responsibility