# 7. How to Deactivate an Employee

Deactivating an employee suspends their access without removing their record; this preserves audit history and any associations (tickets, notes, etc.) while preventing further logins or assignments. If you need to remove someone, use **Delete** instead permanently—but note that deleted accounts **cannot** be restored.

<p class="callout warning">**Warning**: Deleted employees cannot be restored.</p>

##### Difference Between Deactivate vs. Delete

**1) Deactivate** Account remains in the system (with all history intact).  
The user cannot log in, receive notifications, or be assigned to Projects/Desks.  
Ideal for long-term leaves or contractors between engagements.

**2) Delete** Permanently removes the user record and all associated data.  
Cannot be undone—use only when you’re sure the account is no longer needed.

##### Step-by-Step Deactivation

**Step 1. Open the Employees List** In the left-hand navigation panel, click **Employees**.  
Locate the person you want to deactivate—use the **Search…** box or **Filter** if needed.

**Step 2. Enter Edit Mode** In that employee’s row, click the ✏️ **Edit** icon in the **Actions** column.  
The **Edit employee** form appears, showing their current settings.

**Step 3. Uncheck “Active”** Under the **General** section, find the **Active** checkbox.  
Click to remove the checkmark—this flag will switch to “Deactivated manually” and display a reason code.

<p class="callout info">**Note**: You may see a tooltip like “Deactivated manually. Code reason: 1100” indicating the change was performed by an administrator.</p>

**Step 4. Save Your Changes** Scroll to the bottom-left of the form and click **Save**.  
You’ll return to the Employees list; the deactivated user will no longer appear in active workflows or lookup lists.

##### What Happens Next?

1. The user’s **Last login**, **Tickets**, and **Calendar** events remain intact for reporting and audit.
2. Any open assignments (e.g., tickets, leads) will need re-assignment to active team members.
3. To reactivate later, simply edit their record again and re-check the **Active** box.

You cannot delete an employee directly from the **Employees** module. **To delete an employee:**

1. Remove the employee from all **Desks** they are assigned to. Instruction is [\[here\]](https://wiki.wi.services/books/wifox-business-core-solution-wbcs/page/4-how-to-edit-a-desk)
2. Remove the employee from all **Projects** they are assigned to. Instruction is [\[here\]](https://wiki.wi.services/books/wifox-business-core-solution-wbcs/page/4-how-to-edit-a-project)