Remove Users
Access to Manage Users
Only Admin users with full access and Account Owner users are able to manage user profiles.
From the user management screen (accessed by going to the Profile icon ( ) > Manage Users), you can remove users' access, either by deactivating or deleting them.
Filtering users by status
By using the Current Status filter in the top left of the screen, you can choose whether to show all users, inactive users only, or active users only.
Note that the "Active" option includes users for whom activation is pending, but it excludes de-activated users. This is particularly useful if you have a large number of de-activated users.
De-activate a User¶
Generally, users should be disabled, not deleted. This means they will no longer be able to access the system; it can be done by clicking on De-activate next to their details in the Users list.
Delete a User¶
In specific circumstances, you may wish to delete a user instead of simply de-activating their access. This should be done only if the user has never actually worked on the system, as deleting a user who was once active will cause audit logs to show "Unknown" instead of the user's name. You can delete a user by clicking Delete next to their details in the Users list.
De-activating or Deleting an Approver¶
If the user you're trying to de-activate or delete is set up as an approver in one or more approval groups (Leave, Info Updates, or Employee Claims), a pop-up appears instead, telling you how many approval groups they're part of. You'll need to either replace them or manually update those approval groups before you can continue.
Replacing the approver¶
Select "Replace user", and select a replacement from the drop-down. Only users who can approve for every company where the current approver is active are shown – this means users with one of the following roles:
- Account Owner
- Admin with full access
- Approval Only
- Leave Admin with full access
Leave Admin as a replacement
A Leave Admin qualifies as a replacement only for Leave approval groups. If the approver you're replacing is also part of an Info Updates or Employee Claims group, a Leave Admin alone isn't enough to replace them everywhere.
Once you've selected a replacement, click Replace and Deactivate (or Replace and Delete, if you're deleting the user). The replacement takes over as approver everywhere the original user appeared, and the de-activation or deletion then goes ahead.
No eligible replacement users
If no user meets the above requirements, the "Replace user" option isn't shown, and you'll need to manually update the approval groups instead.
Manually updating approval groups¶
If you'd rather update the approval groups yourself, select "Manually update approval groups". This shows a table of every company where the user is still an approver:
- Click the icon under the relevant request type (Leave, Info Updates, or Claims) to open that company's Approval Groups screen in a new tab, with the user already highlighted and their name pre-filled in the search field.
- Remove the user from the approval group(s) shown, and click Save Changes.
- If a message says "Please make sure that each approval group has at least one approver":
- Click × next to the search field.
- Add another approver to the group.
- Click Save Changes again.
- Return to the pop-up, and click Refresh page.
- Repeat these steps for each company still listed.
Approval Groups screen shows no results after removing the user
After removing the user, the screen may show "No approval groups found" instead of the group. This just means the search is still filtering on their name – nothing has been lost. Click × next to the search field to see the group again if you need to.
Companies drop off the list as you update them. Once none remain, click Deactivate User (or Delete User) to finish.
Other Options¶
Rather than completely revoking a user's access, you may want to simply edit the user's role(s) and restrict their access, which you can do by following the steps in the linked pages.