User Deactivation

Manage user lifecycle, including deactivation and reactivation.

Overview

User deactivation allows you to:

• Remove access for departing users
• Preserve historical data
• Maintain audit trails
• Reactivate users if they return

Why Deactivate Instead of Delete

Deactivation Benefits

Aspect	Deactivation	Deletion
User data	Preserved	Removed
Inspection history	Shows user name	Shows "Deleted User"
Audit trail	Complete	Incomplete
Reactivation	Easy	Not possible
User count	Doesn't count against limit	N/A

When to Deactivate

• Employee leaves the organization
• Contractor engagement ends
• Long-term absence (leave, sabbatical)
• Security concern (temporary access removal)
• Role change (evaluate before reactivating)

When to Delete (Rare)

• Test accounts
• Duplicate accounts
• User request (GDPR/privacy)
• Never performed any inspections

Deactivating a User

Steps

1. Go to Admin > Users
2. Find the user to deactivate
3. Click on the user
4. Click Deactivate (or Edit → Deactivate)
5. Confirm the action

What Happens

Immediately:

• User cannot log in
• Active sessions are ended
• Pending invitations are cancelled (if applicable)

Their data:

• Profile information preserved
• Inspection history preserved
• Their name appears on historical records
• Assignments and work history intact

Your organization:

• User seat freed up
• User removed from active user count
• Can invite new users in their place

Viewing Deactivated Users

Finding Deactivated Users

1. Go to Admin > Users
2. Click Filter
3. Select Status: Deactivated
4. View list of deactivated users

User Status Indicators

Status	Meaning
Active	Normal access
Pending	Invited, not yet joined
Deactivated	Access removed

Reactivating a User

When to Reactivate

• Employee returns to organization
• Contractor re-engagement
• User returns from leave
• Security review completed

Steps

1. Go to Admin > Users
2. Filter by Deactivated status
3. Find the user
4. Click on the user
5. Click Reactivate
6. Review and update their role/permissions if needed
7. Confirm

What Happens

• User can immediately log in
• Previous permissions restored
• May need to reset password
• User counts against active user limit

Important Considerations

Before reactivating:

1. Review role - Still appropriate?
2. Review locations - Still accurate?
3. Review permissions - Any changes needed?
4. User limit - Do you have available seats?

Bulk Deactivation

Deactivating Multiple Users

1. Go to Admin > Users
2. Select multiple users (checkboxes)
3. Click Bulk Actions > Deactivate
4. Review the list
5. Confirm

Use Cases

• Department reorganization
• Contract end (multiple contractors)
• Security incident response

Before Deactivation Checklist

Items to Review

Before deactivating a user, consider:

• Assigned items - Reassign to another user
• Pending inspections - Reassign or complete
• In-progress inspections - Complete or assign
• Open corrective actions - Reassign
• Scheduled reports - Transfer ownership
• Shared resources - Transfer or update

Data Handover

For smooth transition:

1. Export their inspection history if needed
2. Reassign their assigned items
3. Transfer any pending work
4. Document any open items

Impact of Deactivation

On Inspections

Scenario	What Happens
Past inspections	Name preserved on records
Assigned inspections	Need to be reassigned
In-progress inspections	Can be completed by others or voided

On Items

Scenario	What Happens
Items they created	Remain in system
Items assigned to them	Need reassignment

On Reports

Scenario	What Happens
Reports they generated	Still accessible
Scheduled reports	Stop running (reassign)

On Corrective Actions

Scenario	What Happens
Open actions assigned	Need reassignment
Completed actions	History preserved

Security Considerations

When to Deactivate Immediately

Deactivate without delay when:

• Termination for cause
• Security incident
• Access violation
• Suspicious activity

Security Best Practices

1. Prompt deactivation - Same day as departure
2. Review recent activity - Check for concerns
3. Update shared credentials - If any were shared
4. Document the reason - In notes field

Audit Trail

All deactivations are logged:

• Who deactivated
• When
• Why (if reason provided)

Access audit logs in Admin > Security > Audit Logs.

User Data Retention

What's Preserved

Data Type	Retention
Profile information	Indefinitely
Inspection history	Indefinitely
Activity logs	Per retention policy
Login history	90 days after deactivation

Data Export

Before deactivation, you can export:

1. User's inspection history
2. Activity report
3. Items they were assigned

GDPR/Privacy Requests

For data deletion requests:

1. Export any needed data
2. Contact support for full deletion
3. Note: May affect audit completeness

Common Scenarios

Employee Resignation

1. Reassign their items and work
2. Deactivate on their last day
3. Document any handover notes

Contractor End of Engagement

1. Complete or reassign pending work
2. Deactivate on contract end date
3. Review what data to export

Security Concern

1. Deactivate immediately
2. Review recent activity
3. Check for any issues
4. Document the incident

Leave of Absence

1. Consider timing of deactivation
2. May keep active for short absences
3. Deactivate for extended leaves
4. Plan for reactivation date

Role Change Within Organization

1. Consider deactivating old access
2. Create new user with new role
3. Or simply update existing user's role/permissions

Troubleshooting

Can't Deactivate User

Possible reasons:

• You're trying to deactivate yourself
• User is the only Super Admin
• Insufficient permissions

Deactivated User Still Has Access

• Clear browser cache
• Force logout (contact support)
• Check for multiple accounts

Can't Reactivate User

Check:

• You have available user seats
• You have permission to reactivate
• User wasn't fully deleted

Best Practices

Timing

• Same day for terminations
• Planned date for known departures
• Immediate for security concerns

Documentation

• Add deactivation reason in notes
• Document what was transferred
• Keep offboarding records

Process

1. Follow a consistent process
2. Use a checklist
3. Don't delay deactivation
4. Review periodically for forgotten accounts

Regular Audits

• Review deactivated users quarterly
• Delete truly unneeded accounts
• Keep list clean

Next Steps

• Roles - User role information
• Location Access - Managing access by location
• Users - User management overview