Offboarding and knowledge handover

When an engineer leaves, context usually leaves with them: why this queue was chosen, where the pitfalls are, what was agreed with a client. In an MMW organization that context stays with the company.

By the end of this page you will know:

1. how to offboard someone and who receives their knowledge;
2. what happens to their keys and access;
3. how the recipient opens handed-over records to the team.

Example: Ben from the Backend unit is leaving Northwind. Anna, head of Backend, offboards him and names herself as the recipient.

Who can offboard

Who	Whom
Admin	Anyone except themselves
Head	People inside the subtree they head, except admins

The last admin cannot be offboarded. The recipient can be any other active member of the organization.

How it works

1. Anna opens the People tab, finds Ben and clicks “Offboard”.

2. In the Offboarding dialog she chooses whom to hand knowledge to and reads the warning: “Their keys are revoked at once and access to the organization closes. The recipient sees their records, drafts included.”

3. She clicks “Start offboarding”. At that moment:

   • Ben’s status becomes “offboarding”, and he can no longer read or write anything in the organization — neither in the account nor through an agent;
   • all of his organization keys are revoked;
   • the recipient starts seeing all of Ben’s records.

   The account shows a summary: “2 keys revoked · 148 records handed over · 3 uploaded sessions”.

4. When the handover is done, Anna clicks “Complete offboarding”. The status becomes “left” and the seat is freed.

  Before offboarding                     After "Start offboarding"
  ──────────────────                     ─────────────────────────
  Ben: keys active                       Ben: keys revoked, no access
  Ben's drafts: only Ben sees them       Ben's drafts: the recipient (Anna) sees them
  "Unit" records: the unit sees them     "Unit" records: the unit sees them, as before
  Anna: cannot see Ben's drafts          Anna: sees all of Ben's records

What the recipient sees

The recipient sees all of the leaver’s records — any visibility, including “author only” drafts:

• in the account — the Handed-over knowledge tab: from whom, status (“offboarding” or “left”), how many records were handed over, how many uploaded sessions, and an “Open records” button (shows up to the 500 most recent records);
• through their own agent — these records show up in the recipient’s search results just like their own.

Ask the agent:

Search MMW for what Ben found out about replacing the queue.

Anna’s agent also finds Ben’s draft “Candidate to replace the queue: NATS, still comparing”, which nobody but Ben could see before.

Note

The uploaded sessions counter shows how many Claude Code and Codex sessions Ben uploaded through mmw-agent. Search over the sessions themselves is not available yet: they do not appear in search results.

Opening knowledge to the team

The recipient decides what others need. In Handed-over knowledge → “Open records”, every record has a “Visible to” selector: only me, the unit, the project, the whole organization.

Anna opens Ben’s queue comparison to the unit and keeps his personal note as “only me”. Every such change is written to the audit log.

Audit log

Everything that happens to handed-over knowledge stays in the organization audit log:

Event	What is recorded
Offboarding started	Who, whom, the recipient, keys revoked, records by visibility, sessions
Offboarding completed	Who and whom
Handed-over knowledge read	Who read, whose knowledge, how many records, and where: account or agent
Visibility of a handed-over record changed	Who, record ID, new visibility

Memory content never goes into the log.

Worth knowing

• Managers never see drafts of current employees. Access to drafts appears only for the recipient and only once offboarding starts.
• Knowledge is not deleted. A leaver’s records stay in the organization; a person who left takes no seat, and their knowledge is kept free of charge.
• The seat is taken until completion. Someone in “offboarding” status still counts as a seat — remember to click “Complete offboarding”.
• You cannot offboard yourself, and if you pick the leaver as recipient the account asks you to choose another active person.

Caution

Knowledge handover does not replace your HR procedures. MMW closes access to the organization’s memory, not to your company’s other systems.

Next steps

Audit log What is recorded and who can view it.

Record visibility Visibility levels and changing them via the API.

Contractors Access that closes on its own.

Organization billing When a seat is freed.