How do I remove a user from ChangePilot?

This article explains how to remove a standard user from ChangePilot when it is deployed in your organisation's Microsoft tenant (Dataverse). Following these steps keeps the user's work and history intact and makes sure nothing is left assigned to someone who no longer has access.

Is the user a ChangePilot administrator? If the user is a ChangePilot administrator, installed or configured ChangePilot, or owns any of its Power Automate flows or connections, please do not follow these steps. Contact support@changepilot.cloud for guidance first.

Before You Start

You will need:

• The System Administrator role in the Power Platform environment where ChangePilot is deployed.
• Access to the Microsoft 365 admin centre to manage licences.
• The name of the colleague who will take over the user's work.

Step 1: Reassign the User's Items in ChangePilot

1. Open the ChangePilot App.
2. Review any items and actions assigned to the user.
3. Reassign anything still open to another user.

Step 2: Reassign Records the User Owns in Dataverse

Every record in Dataverse has an owner, and not all of them appear as assignments in the app. Reassigning them makes sure nothing is left owned by a disabled user.

1. Go to admin.powerplatform.microsoft.com, select Manage > Environments, then select the environment where ChangePilot is deployed.
2. Select Settings > Users + permissions > Users.
3. Select the user, then select Manage user in Dynamics 365.
4. Select Reassign Records, choose the colleague who will take ownership, then select OK.

Step 3: Remove the ChangePilot Security Roles

1. In the same Users list, select the user, then select Manage security roles.
2. Clear the Basic User and CP User roles, along with any other roles the user holds in this environment.
3. Select Save.

Note: If the user was given access through a Dataverse team or a Microsoft Entra security group, remove them from that team or group as well. Removing roles from the user directly does not remove access granted through a team.

Step 4: Remove the Power Apps Licence

Only remove the licence if the user does not need it for any other Power Apps.

1. Go to admin.microsoft.com and select Users > Active users.
2. Select the user, then select Licenses and apps.
3. Clear the Power Apps licence and select Save changes.

What Happens Next

• Once the licence is removed, the user is disabled in the environment. This can take some time to sync.
• The user's record stays in Dataverse, so history such as who created or updated an item is preserved. You do not need to delete it.
• To confirm, check that the user shows as disabled in the environment's Users list and that nothing is still assigned to them in the ChangePilot App.

If you have any questions, please contact support@changepilot.cloud.