{"id":7030,"date":"2024-07-10T08:00:36","date_gmt":"2024-07-10T08:00:36","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/deactivating-users\/"},"modified":"2026-07-14T07:14:26","modified_gmt":"2026-07-14T07:14:26","slug":"deactivating-users","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/deactivating-users\/","title":{"rendered":"Deactivating Users"},"content":{"rendered":"

Deactivating users instead of deleting them from your organization means that you can keep a record of their work, and easily find them to reassign their work to others.<\/p>\n

For example, if an employee leaves your organization before completing their onboarding, you can deactivate them while retaining task assignments and the progress they made on workflow runs.<\/p>\n

If you work with seasonal contractors, or if you have employees going on extended leave, you can deactivate them while retaining their work progress, comments, task assignments, and scheduled workflows which can be restored when they’re reactivated<\/p>\n

Users: To manage your organization, you must be an Administrator.<\/i><\/strong><\/p>\n

Deactivating a user<\/b><\/h2>\n

Go to your Organization Settings<\/strong><\/a> and switch to the Users & Guests<\/strong> tab. Navigate to the user you want to deactivate, click Active<\/strong> then select Inactive<\/strong>.<\/p>\n

\"\"<\/p>\n

Bulk deactivating or reactivating users<\/h2>\n

To deactivate or reactivate multiple users at once, use the bulk selection feature in the Users & Guests<\/strong> list.<\/p>\n

    \n
  1. Go to your Organization Settings<\/strong><\/a> and switch to the Users & Guests<\/strong> tab.<\/li>\n
  2. Select the checkbox next to each user you want to update, or use the header checkbox to select all users on the current page.<\/li>\n
  3. A selection bar appears at the bottom of the list showing how many users are selected. Click Deactivate<\/strong> or Activate<\/strong>.<\/li>\n
  4. A confirmation toast summarizes how many users were updated.<\/li>\n<\/ol>\n

    Note:<\/strong> Your own account cannot be deactivated via bulk actions. The selection clears when you navigate to a different page.<\/p><\/blockquote>\n

    What happens when you deactivate a user?<\/h2>\n

    When you change a user’s status from Active to Inactive, they get deactivated and greyed out. They will no longer be able to login to your Process Street organization.<\/p>\n

    \"\"<\/p>\n

    A deactivated user cannot be added to workflow permissions<\/a> or be assigned to tasks<\/a>, workflow runs, or scheduled workflows<\/a>. However, they will continue to display as\u00a0greyed-out assignees for tasks and workflow runs across your organization.<\/p>\n

    Reports<\/h3>\n

    In your Reports<\/a> dashboard, click Assignees<\/strong> to view the deactivated users assigned to tasks or workflow runs.<\/p>\n

    \"\"<\/p>\n

    Workflow Runs<\/h3>\n

    In an active workflow run, if a task is assigned to a user that was deactivated, they will remain assigned to that task but will show as greyed out.<\/p>\n

    \"\"<\/p>\n

    You can assign these tasks to others if the user was deactivated before completing their tasks.<\/p>\n

    A user will continue to display as a workflow run assignee in the greyed-out, deactivated state.<\/p>\n

    \"\"<\/p>\n

    If the workflow run has no other assignee apart from the deactivated one, you can assign it to other users.<\/p>\n

    Comments<\/h3>\n

    The comments<\/a> left by a user who was deactivated will continue to display, as shown below.<\/p>\n

    \"\"<\/p>\n

    My Work<\/h3>\n

    Once a user has been deactivated, you can filter My Work<\/a> to view all the tasks and workflow runs to which they were assigned.<\/p>\n

    \"\"<\/p>\n

    Scheduled workflow runs<\/h3>\n

    A scheduled workflow assigned to a user that was deactivated will continue to run as scheduled. However, it will not be assigned to anyone until a new assignee is added to replace the deactivated user.<\/p>\n

    \"\"<\/p>\n

    Reactivating a user<\/h2>\n

    To reactivate a user, go to your Organization settings<\/a>, search for the deactivated user, click on Inactive<\/strong> then change their status to Active<\/strong>.<\/p>\n

    \"\"<\/p>\n

    As soon as you reactivate a user, their profile will no longer display as greyed out and they will be restored to the tasks, workflow runs, and scheduled runs to which they were assigned. They will then be able to log in to your Process Street organization and pick up their assigned work.<\/p>\n","protected":false},"excerpt":{"rendered":"

    Deactivating users instead of deleting them from your organization means that you can keep a record of their work, and easily find them to reassign their work to others. For example, if an employee leaves your organization before completing their onboarding, you can deactivate them while retaining task assignments and the progress they made on […]<\/p>\n","protected":false},"author":14,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings","footnotes":""},"ht_kb_category":[180],"ht_kb_tag":[511],"class_list":["post-7030","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-organization-management","ht_kb_tag-deactivating-users"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/7030","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/14"}],"version-history":[{"count":5,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/7030\/revisions"}],"predecessor-version":[{"id":10101,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/7030\/revisions\/10101"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=7030"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=7030"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=7030"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}