Who is this article for?

  Users managing users.

  User Administrator permissions are required.

If a user has ever logged in or is linked to any records, they cannot be permanently deleted — instead, you should make them inactive to remove their access and free up their licence. Permanent deletion is only possible for users who have never logged in and have no linked records.

Removing a User (Freeing Up a Licence)

If you want to remove, disable, or deactivate a user — for example, to free up their licence and assign it to someone else — you need to make them inactive:

1. Go to Admin > Staff
2. Highlight the person
3. In the Properties Panel, scroll down to the Active field and click to turn the green tick into a red cross
4. Save
   
   

The licence will now be available to reassign to another user.

Note: This is the way to remove a user who has logged in or is linked to any records in the system.

Permanently Deleting a User

You can only permanently delete a user if they meet both of the following conditions:

• They have never logged in
• They are not linked to any records (e.g. not assigned to an Audit, not allocated time in a timesheet)

How to delete

Both the Staff and Contacts screens offer two ways to delete a user:

• Click the Delete button in the toolbar
• Right-click the user and select Delete

If either condition above is not met, you will see an error such as:

Delete Staff Failed / Delete Contact Failed Person: 
You cannot delete this Person because it is linked to n [record type]s

For example:

Note that while you can often edit records to unlink a user, login history (the audit trail of their system access) cannot be removed, so any user who has ever logged in cannot be deleted.