Best Practice
Deactivate users instead of deleting when possible.
Immediately deactivate any user leaving your organization to prevent access and protect data integrity.
Requirements
You must be an Admin (or Chain Admin) to delete or deactivate Users.
Deactivate a User
Removes access immediately, preserves all records.
Can be reactivated later if needed.
Steps:
Go to Settings → Organization → Users & Roles
Locate the user → click Deactivate
Confirm by clicking Deactivate again
⚠️ Note: When a User is deactivated:
Their email connections are disconnected.
If they are the Assignee of a Booking with Workflow Emails, those emails will pause until a new Assignee is assigned.
Delete a User
🚨 Important: Once deleted, the User cannot be recovered.
Permanently removes the user; cannot be undone.
Must reassign all records before deletion.
Steps:
Go to Settings → Organization → Users & Roles
Locate user → click Edit → Delete icon
If part of a chain, remove user from all organizations first
Confirm deletion and reassign records
Impact on User Limits
Deactivated or deleted users do not count toward your user limit.
Additional seats can be requested by Admin or Chain Admin if at your limit.
Tip: Always deactivate users immediately when they leave your organization to maintain security and ensure accurate seat limits.
Quick Comparison
Action | What Happens | Can Be Reversed? | Data Impact |
Deactivate | Access removed, records preserved | ✅ Yes – can reactivate | No data loss |
Delete | User removed permanently | ❌ No | Must reassign all records before deletion |