6. How to Deactivate an Employee

YouDeactivating canan eitheremployee deletesuspends their access without removing their record; this preserves audit history and any associations (tickets, notes, etc.) while preventing further logins or deactivateassignments. anIf employee.you Here’s the difference:

• • Deactivation: The employee's account remains in the system, but is not active. Other employees cannot see them, assign themneed to projectspermanently orremove desks,someone, etc.

    use 

  • Deletion:Delete Theinstead—but employeenote isthat removeddeleted fromaccounts thecannot system.be restored.

Warning: Deleted employees cannot be restored.

ToDifference deactivateBetween anDeactivate employee:vs. Delete

• Deactivate

Account remains in the system (with all history intact)

1.User Gocannot log in, receive notifications, or be assigned to the Projects/Desks

Ideal for long-term leaves or contractors between engagements

• 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

1. In the left-hand navigation panel, click Employees (Step #1).

2. Locate the person you want to deactivate—use the Search… box or Filter if needed.

Step 2. Enter Edit Mode

1. In that employee’s row, click the ✏️ Edit tab.icon in the Actions column (Step #2).

2. The Edit employee form appears, showing their current settings.

Step 3. Uncheck “Active”

2.

Uncheck

the 

1. Under the General section, find the Active checkbox:
   checkbox (Step #3).

2. Click to remove the checkmark—this flag will switch to “Deactivated manually” and display a reason code.

   3.Note: Click You may see a tooltip like “Deactivated manually. Code reason: 1100” indicating the change was performed by an administrator.

Step 4. Save Your Changes

1. Scroll to the bottom-left of the form and click Save (Step #4).

2. You’ll return to apply the changes.Employees list; the deactivated user will no longer appear in active workflows or lookup lists.

What Happens Next?

• The user’s Last login, Tickets, and Calendar events remain intact for reporting and audit.

• Any open assignments (e.g., tickets, leads) will need re-assignment to active team members.

• 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. 1. Remove the employee from all Desks they are assigned to. Instruction is [here]

   2. Remove the employee from all Projects they are assigned to. Instruction is [here]