This article takes a closer look at the process of deactivating (archiving) users, drawing a clear distinction from deleting a user. We'll delve into when to opt for deactivation over deletion and provide practical insights for admins seeking a more thoughtful and strategic approach to user management.
Deactivating a user
1. Go to Setup → Team
2. Find the user you want to deactivate.
3. Click the slider switch that's in the Active column.
4. The user will be deactivated. No warning prompt will pop up.
What happens once a user is deactivated
The user will still be shown under the Job | Calendar view. An "eye slash" icon is placed beside the deactivated user indicating that the user is hidden/deactivated.
In the users list, the deactivated user will be placed below the "Unassigned" placeholder for unassigned jobs.
The jobs will stay assigned to the deactivated user.
Jobs assigned to a deactivated user cannot be rescheduled while still assigned to the same user. You can, however, move these jobs to an active user.
Deactivating vs Deletion
Deactivating a user is a reversible action. It temporarily restricts the user's access to trackr iO without permanently removing them. When a user is deactivated, the jobs stay assigned to them. This also frees up a slot based on the user role\permissions.
You cannot undo the deletion of a user. Once deleted, the user's account and associated data are permanently removed from the system. However, before deleting the user(s), you will be asked to select a user to whom the jobs can be reassigned. This action is appropriate when there is no need to retain any information related to the user(s) you want to delete.
Important: Updating Your Subscription After Deactivating or Deleting a User
Deactivating or deleting a user does not automatically change your subscription plan or billing. If you no longer need to replace the deactivated/deleted user with a new one, you will need to manually update your plan to avoid being charged for that extra user.
To update your subscription:
Navigate to Setup > Plan & Payment page.
Click the Change plan button in the lower-right corner of the Subscription field.
Adjust your plan by clicking the "-" to adjust how many users you no longer need.
Click the Change plan button again to save your changes. Carefully read the confirmation dialog box that displays. (If you skip this Change plan step, you will continue to be charged for the user(s), even if the user(s) are no longer active.)
