Learn how to disable a user's functions, removing their access to the platform, and how to restore them if needed. This article is intended for administrators responsible for managing team access.
Before You Start
You must have the Administrator or Global Administrator profile. Users with other profiles will not see the options described in this article.
Check if the user being disabled has any ongoing Work Orders assigned to them. Disabling a user with active WOs may impact the progress of those orders.
💡 Tip: Before disabling a user, reassign their open Work Orders to another team member. This prevents tasks from being left without an owner.
Accessing User Management
Click on your profile photo (or initials) in the upper-right corner of the platform.
Select Settings.
In the left sidebar menu, click Users Management > Users.
You will see the complete list of users in your company, including name, email, profile, assets/locations, phone number, teams, and last access date.
Disable a User
Disabling a user removes all their functions and access to the platform. The user will no longer be able to log in, but their record remains in the list so you can restore them in the future.
On the Users screen, locate the user you want to disable. Use the search bar or the profile/module filters to find them more quickly.
Click the Trash icon next to the user's name.
A confirmation box will appear. Review the user's name and email to make sure it is the correct person.
Click Disable to confirm.
The user will be disabled immediately. In the user list, their name will appear in gray, indicating they are inactive.
Important: Disabling a user does not automatically free up their license. If you need to free up a license to assign it to another user, refer to the article "Manage licenses".
Restore a Disabled User
If you disabled a user by mistake or need to reactivate their access, you can restore them. When restored, all of the user's previous functions and permissions are reactivated.
On the Users screen, search for the disabled user's name. They will appear with their name in gray in the list.
Under Actions, click Restore.
Click Restore to confirm.
The user will reappear with active status in the list. All previous functions, permissions, and access are restored. The user will be able to log in normally.
Frequently Asked Questions
Does the disabled user still appear in the list?
Yes. Disabled users remain in the list with their name in gray. This allows you to restore them when needed.
What happens to Work Orders assigned to a disabled user?
The WOs assigned to them continue to exist, but may stall if no one is reassigned. Before disabling, reassign any in-progress WOs to another team member.
Do I need an available license to restore a user?
Yes. To restore a user, your company must have an available license. If all licenses are in use, you will need to free one up before restoring.
Who can disable or restore users?
Only users with the Administrator or Global Administrator profile.