This article will walk you through removing a departed user from LawToolBox.


***UPDATED FLOW 5/5/2026****

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How to remove a user in LawToolBox:

  1. Admin user go to admin.lawtoolbox.com > Users > Actions > Delete
  2. Mail forwarding: recipient selection Yes or No (automatically audit the recipient user's calendars)
  3. Delete User > Confirm
  4. Email confirmation sent when the task is completed


Important Notes: 

Before following the steps below 


1. The departed user must still be a licensed M365 user to avoid "undeliverable" notifications. 

  • If the user has been departed for a long time and have been converted to a shared mailbox, contact your M365 Admin to add a temporary mailbox license.


2. Please check with IT about mail forwarding before proceeding so you know who receives emails on the departed users behalf. 

  • We recommend temporarily disabling mail forwarding to avoid issues. 



Common issues if the above is not verified:

Undeliverable:

Unlicensed:


Mail forwarding: 





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Step-by-step:


1. Remove User

Navigate to admin.lawtoolbox.com >  Users > Actions > Delete


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2. Mail forwarding: Select one

Used for monitoring upcoming calendar events

  1. Yes or not sure, select a user in the dropdown who is receiving the forwarded emails from the departed user
  2. This feature will automatically audit any calendar entries that may be forwarded from a departed user.


Important Note: 

We do not support multi-recipient mail forwarding. We recommend temporarily disabling mail-forwarding in 365



IMPORTANT: Mail forwarding can cause "canceled" for the recipient user on their shared deadlines as we remove all upcoming events from the departed user calendar. 


If you see cancelations after removing a user, you will need to force re-sync all the deadlines for the affected users:

https://admin.lawtoolbox.com/event/cancelled-events

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3. Delete user


Make sure they have a valid M365 license to avoid Undeliverable emails

Make sure they have mail forwarding disabled to avoid forwarding emails and calendar events.


Confirm you want to delete the user:

  • If a user is associated with matters, it will keep the matters open and will only remove the departed user
  • If a user is associated with outlook events, it will remove user from all upcoming events


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4. Background Job (NEW)

Removing users may take some time. LawToolBox has update this to a background job. 

You will get an email confirmation when the job is complete.


To check if the user has been removed successfully, check Activity > Background Activity. 

https://admin.lawtoolbox.com/activity/background



Success! Your user has been deleted from LawToolBox.


If you need to add a new user, please see Admin: How to add a new user in LawToolBox