To deactivate a user, you need the System Administrator permission. Read more about this permission and what to do if you do not have it here.
What does it mean to deactivate a user?
When an employee leaves the company and should no longer use the system, you need to deactivate the user. This means that:
The person can no longer log in.
The person can no longer be assigned new work orders or report time.
All historical data is retained, so you can still see what the person has reported previously.
In planning overviews, the person is displayed with a strikethrough and can easily be filtered out.
👉 If the person is only temporarily inactive (for example, on a leave of absence), you should not deactivate the user. Instead, temporarily move the user to another group.
How to deactivate a user
Go to Registers > Employees/Resources.
Search for the employee you want to deactivate and open the employee card.
Deactivate the user
Click Deactivate User.
A dialog box opens where you can choose:
Deactivate the user, disable login, and release the license
➡️ The user is marked as deactivated and can no longer log in. The license becomes available for another user.Move the deactivated user to a group
➡️ Select, for example, a group called Deactivated Users for better organization.
Click Next and confirm your selections.
Click if you want to specify which group the user should be moved to, then click Update.
Confirm that you want to deactivate the user. The update is applied immediately.
How can you identify deactivated users?
Deactivated users are displayed with a strikethrough in Work Orders > Overview and Planning.
They can still be found under Registers > Employees/Resources, but you need to choose to display all users or only deactivated users using the User Status filter.
👉 You can hide or show the Deactivated column by clicking Manage Columns under [...] in the top-right corner of the list.
Important information
Deactivated users cannot be assigned new work.
They appear at the bottom of search results for historical work orders and time reports.