Clean up users on deleted branches

Audience: operators · Scope: the Branch Cleanup screen · Last reviewed: 2026-07-31

In one line — some sales agents are still attached to rep offices that no longer exist, which quietly sends their quote reminders to the wrong RSM. This screen shows you who, and gives you two ways to fix each one.

The problem, in plain terms

The branch list is not maintained in the admin — it's imported from the Rep Master Google Sheet (see Update the branch list). When an agency closes, merges, or is simply flagged "Include in Branch List" = False in that sheet, the import wants to delete the branch.

But it can't just delete it, because people are still attached to it — and a customer without a branch would be worse than one on an outdated branch. So the import does the safe thing: it marks the branch deleted and keeps it, waiting for someone to move those people.

Here's the part that causes real damage. A branch marked deleted stops being updated by the sheet. It's skipped by every future import. So whatever RSM name and RSM email it happened to have on the day it was dropped, it keeps forever — while the Rep Master sheet moves on and assigns those agencies to different RSMs.

The result, today, on the live data:

• Quotes belonging to these users show a blank RSM name in the Quote Follow-Up sheet.
• Worse, they carry an outdated RSM email — so the follow-up nudges for those quotes are addressed to the RSM who used to look after that agency, not the one who does now.

Nothing is broken loudly. It just quietly goes to the wrong person, and keeps doing so until someone moves the users. That's what this screen is for.

Why not just fix the sheet? You can't. The sheet is only read for branches that are active. A deleted branch is skipped no matter what you put in the sheet — the only way out is to move its users onto a branch that still exists.

What you're deciding, per person

For each user on a deleted branch there are exactly two sensible outcomes:

Situation	What to do
They still sell for Beta-Calco, just from a different/renamed/merged agency	Reassign them to that active branch
They've left, or the agency is gone for good	Disable their account — and still reassign them (see the note below)

Before you start

• Be signed in — see Log in to the admin area.
• Click Branch Cleanup in the menu (right under Branches).
• Know where people should go. If an agency was renamed or merged, the successor branch is the usual target. If you're not sure, ask the sales team rather than guessing — a wrong branch sends the reminders to a different wrong RSM, and quietly changes who the quotes report under.

What the screen shows

Users are grouped per deleted branch, so one agency can be handled in one go. Every group starts collapsed — you see one line per branch with its code, how many users it has, and how many of those are already disabled. Click a branch line to open it. Expand all / Collapse all are in the toolbar.

Branches that still have users who can log in are highlighted — an amber bar down the left of the branch line and a "N still active" badge on the right. Those are the ones that actually need a decision; a branch with no badge holds only disabled or login-less users and can wait.

Inside a group, each user row shows:

Column	Why it's there
Name	Who they are
Open	Two shortcuts, each opening in a new tab: Customer (the ConfigBox customer record — branch, group, addresses) and Joomla (the website login account — password, groups, block state)
Email, Company, Customer Group	Who they are and what they can see/buy
Quotes	How many quotes they own — a high number means reassigning them matters more
Last Quote, Last Login	How to tell an active agent from a long-dormant one
Account	Active, Disabled, or No login account

The user table scrolls sideways if your window is narrow — the account buttons are at the right-hand end. Users with no website login have no Joomla link, because there's no account to open.

Hide accounts that are already disabled (toolbar, top left) is the quickest way to cut the list down to people who still need a decision. It's a toggle — switch it off and everything comes back. While it's on, branches whose users are all disabled disappear entirely, the per-branch counts show only what's left, and any tick you'd placed on a now-hidden user is cleared. The "N user(s) on N deleted branch(es)" line above the list counts what you can actually see, so it drops while the filter is on and returns to the full totals when you switch it off.

Process 1 — reassign users to their new branch

This is the fix that actually clears the problem.

1. Open the deleted branch's group by clicking its line.
2. Tick the users you want to move. Nothing is pre-selected, so this is always a deliberate choice. The checkbox in the table header ticks/unticks everyone currently visible.
   • Moving the whole agency to one successor? Use the header checkbox.
   • Splitting people between two branches? Tick the first set, reassign, then tick the rest and reassign again to the other branch.
3. Pick the destination in "Reassign checked users to". Only active branches are listed, each with its code. The dropdown is searchable — start typing a branch name or code to filter it.
4. Click Reassign. The page confirms how many users were moved, and they disappear from the list (they're no longer on a deleted branch).
5. Repeat for the next group.

What this changes: from that moment the user belongs to the new branch, so their quotes report under it and — the point of the exercise — their follow-up reminders go to that branch's current RSM.

Process 2 — disable someone's account

Use this for people who should no longer be able to sign in: they left the agency, or the agency is gone entirely.

1. Click Disable account on the user's row.
2. Click it again to confirm. The button turns red and asks first — there's no pop-up dialog.
3. Done. The account is blocked at the website login level and any session they currently have open is ended. They can no longer sign in to the site or anything behind it.

To undo: a disabled user's row shows Enable account — one click, plus the same confirm.

Disabling is not a substitute for reassigning. A disabled user stays on the deleted branch, so they stay on this list and the branch still can't be removed. The clean end state for everyone is reassigned — whether or not their account is also disabled. Think of it as two independent switches: which branch they belong to, and whether they can log in.

What happens after

Once a deleted branch has no users left on it, the next Import on the Branches screen deletes the branch for good, and its "deleted but still in use" warning disappears. So the full cycle is:

Branch Cleanup (move everyone off) → Branches → Import (branch disappears).

Good to know

• Start with the highlighted branches. The amber "still active" badge counts users who can still sign in. A branch without one is housekeeping; a branch with one may be routing live quotes to the wrong RSM right now.
• Quote history moves with the user. Reassigning changes which branch — and therefore which RSM — the user's quotes report under, for the follow-up sheets and the CRM push alike.
• "No login account" users have no website login to block, so there's no Disable button. Just reassign them.
• A hidden user is never acted on. If you tick people and then switch on "hide disabled", those ticks are cleared — so someone you can't see can never be swept into a reassignment.
• This screen and the Customers screen do the same assignment. The bulk-assign tool on Customers can also move people between branches; this screen simply starts from the problem (deleted branches) instead of the full customer list.
• Disabling here is deliberate and immediate — it doesn't email the user or ask anything else.

Troubleshooting

• "Check at least one user to reassign." No boxes were ticked — nothing is pre-selected on purpose.
• "Pick the branch to assign the users to." The destination dropdown was left on "- Select branch -".
• A branch is still listed after I moved everyone. The branch itself is removed by the Import on the Branches screen, not by this one. Run that import.
• I can't find the right destination branch in the dropdown. Only active branches appear. If the successor agency isn't there, it hasn't been imported yet — add it in the Rep Master sheet and run Import first.

Screens and labels can differ slightly between environments — if a label doesn't match what you see, check with your Beta-Calco contact.