What happens to client data when they leave GoHighLevel?
The agency decides. A sub-account is kept or deleted, and wallet history goes when SaaS mode is switched off. Export first.
The short answer
- When a client leaves a GoHighLevel agency, the agency chooses what happens to the data: keep the sub-account and remove the client's user, or delete the sub-account entirely, per HighLevel's SaaS cancellation guide checked September 2026.
- HighLevel removes all transaction and wallet history once SaaS mode is disabled for a sub-account, and any remaining wallet balance or credits are forfeited, so agencies export transaction details first.
- Twilio and Mailgun connections are closed by hand on a GoHighLevel exit; the agency deletes those connections and closes the provider sub-accounts itself.
- SalesCrew gives every client its own Supabase project, so a departing client leaves with a full Postgres dump and CSV exports, and the instance stays read-only for 90 days.
Why the agency, not the client, holds the keys
A GoHighLevel sub-account lives inside the agency's HighLevel account. Your client logs in to it, but the agency pays for it and controls it. So when a client gives notice, the question isn't "what does HighLevel do with the data". It's "what does the agency choose to do".
HighLevel's guide to cancelling a SaaS sub-account gives you 2 paths. You can keep the client's data by removing the client's user under Agency Settings, then Team. Or you can wipe it by deleting the sub-account under Accounts, then View Details. Both paths leave the client depending on you to get anything out.
That's fine when the parting is friendly. It gets hard when the client leaves angry, or when a new agency asks for "everything" and nobody agreed what that means.
What happens to each kind of data on a GoHighLevel exit
From HighLevel's help centre article on cancelling a SaaS sub-account.
| Data | What happens | What you do first |
|---|---|---|
| Contacts, opportunities, notes | Kept if the sub-account is kept; gone if it is deleted | Export to CSV before any deletion |
| Transaction and wallet history | Removed once SaaS mode is disabled | Export transaction details before switching SaaS mode off |
| Wallet balance and credits | Forfeited on cancellation | Use or settle the balance before the cancel date |
| Twilio and Mailgun connections | Closed by the agency by hand | Move or release numbers and sending domains at the provider |
| Client's login | Removed by the agency under Agency Settings, then Team | Agree the access end date in writing |
GoHighLevel behaviour checked on help.gohighlevel.com, September 2026. Re-check the article before a live cancellation.
Run the exit in this order
Start with the exports, because they're the only step you can't undo. Pull contacts, opportunities and conversation history to CSV, then export transaction details while SaaS mode is still on. Send the files to your client and get a reply that they opened them.
Next, move the live channels. Phone numbers and sending domains belong to the provider accounts behind the sub-account, so you port or release them there. Only then remove the client's user or delete the sub-account. Our client churn checklist covers the handover call, and the GoHighLevel migration guide covers the rebuild on the new system.
How SalesCrew makes the handover the whole database
SalesCrew runs each client in a separate Supabase project with its own Postgres database, storage and edge functions. Nothing is shared with your other clients, so there is nothing to untangle when one of them leaves.
On exit, you hand over a full Postgres dump plus CSV exports of every table. The instance switches to read-only, so your client can still look things up while they move. A person triggers deprovisioning after 90 days. Backups run daily, and the export guide shows each step. The agency plan runs every client this way, with unlimited seats on every instance.
Deleting before exporting is the mistake you can't reverse
Questions
- Can a client take their GoHighLevel sub-account with them?
- Only with the agency's help. The sub-account sits inside the agency's HighLevel platform, so the agency either hands over access or exports the records for the client. Plan the route in the first week of notice, while the agency still has full access.
- What should an agency export before cancelling a GoHighLevel sub-account?
- Export contacts, opportunities, notes and conversations as CSV, and export transaction details before SaaS mode is turned off. HighLevel's cancellation guide says transaction and wallet history is removed once SaaS mode is disabled. Those 2 exports are the ones that can't be rebuilt later.
- Do phone numbers and email sending move with the client?
- Treat them as separate jobs. HighLevel's cancellation guide tells agencies to delete connected Twilio or Mailgun connections and close those accounts themselves. Numbers and sending domains are moved or released on the provider's side, one at a time, before the sub-account goes.
- How does SalesCrew hand a client's data over when they leave?
- SalesCrew gives each client a separate Supabase project, so the handover is the whole database. The client gets a full Postgres dump plus CSV exports of every table. The instance goes read-only, and deprovisioning happens 90 days later, triggered by a person.