Removing Team Members#

When staff leave your business, promptly remove their access to protect your data and systems. Here's how to safely manage departures.

Deactivate vs Delete#

Deactivate (Recommended)#

• Removes login access immediately
• Preserves activity history
• Can be reactivated if they return
• Maintains records for reference

Delete#

• Permanently removes user
• Activity history lost
• Cannot be undone
• Only for rare circumstances

Recommendation: Always deactivate rather than delete.

How to Deactivate#

Step 1: Go to Team#

Navigate to Account → Account Info → User Management.

Step 2: Find the User#

Use the search box or scroll to find the team member.

Step 3: Click the Dropdown#

Click the dropdown button (⋮) next to the user's row.

Step 4: Click Deactivate#

Select Deactivate from the dropdown menu.

Step 5: Confirm#

Confirm the action. Their access is removed immediately.

What Happens After Deactivation#

Immediate Effects#

• Cannot log in
• Active sessions ended
• No access to dashboard
• No access to data

Records Preserved#

• Their activity history remains
• Bookings they created show their name
• Can reference their actions
• Available for reactivation

Reactivating a User#

If someone returns:

1. Go to Account → Account Info → User Management
2. Use the Status filter to select Inactive
3. Find the person
4. Click the dropdown and select Reactivate
5. They can log in again

When to Remove Access#

Immediately When#

• Employee is terminated
• Employee resigns
• Seasonal staff period ends
• Contractor relationship ends

Important#

Don't wait:

• Remove access on last day
• Before they leave the premises
• Don't rely on them not logging in

Security Checklist#

When someone leaves:

• [ ] Deactivate their RecSystems account
• [ ] Change any shared passwords
• [ ] Review their recent activity
• [ ] Update any team communications
• [ ] Collect any company devices

Best Practices#

Plan Ahead#

• Have departure process documented
• Know who can deactivate users
• Don't give unnecessary access

Act Quickly#

• Deactivate same day they leave
• Don't wait for IT or HR
• Better safe than sorry

Document#

• Note when and why deactivated
• Keep records of access changes
• Review periodically

Troubleshooting#

Cannot deactivate user#

• Verify you have Admin role
• Cannot deactivate yourself
• Contact another Admin

User still has access#

• Verify deactivation saved
• They may need to refresh
• Check their status shows Inactive

Related Articles:

• Managing Your Team
• Roles & Permissions