This article takes a closer look at the process of 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. Look for the user you want to deactivate.
3. In that user's row, toggle the switch below the Active column.
4. A warning prompt will pop up asking for confirmation. Select 'Ok' to proceed with the deletion.
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.
Assigned jobs to a deactivated user cannot be rescheduled while it's still assigned to the same user. You can, however, move these jobs around to an active user.
Deactivating Vs. Deletion
Deactivating a user is a reversible action. It temporarily restricts the user's access to Pooltrackr without permanently removing them. When a user is deactivated, the jobs stay assigned to them and 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, you will be asked to select a user to whom the jobs can be reassigned. This action is appropriate when there is no intention of retaining any information related to that user.
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 on the Change button under the Subscription field.
Adjust your plan by removing the number/type of users you no longer need.
Click on the Change plan button again to save your changes.
If you skip this step, you will continue to be charged the same amount as before, even if those users are no longer active.