Deactivating Users - Temporarily Disable User Access

Overview

Deactivate users to temporarily disable login access while preserving all historical data, assigned assets, and audit trail entries. Use this for employees on leave, contractors between projects, or users pending investigation.

Note: UniAsset currently uses permanent removal instead of deactivation. This guide describes the intended behavior for when user deactivation is implemented. For now, use the "Remove User" feature with caution.

Who Can Access This

Required role: Owner or Admin

Why restricted:

• Prevents unauthorized access control
• Maintains security oversight
• Ensures user management accountability

Managers and Viewers: Cannot access user management features

When to Deactivate vs. Remove

Deactivate (Temporary Access Removal)

Use deactivation when:

• Employee on medical leave (returning in 3 months)
• Contractor between projects (might return)
• Seasonal employee (off-season)
• User under investigation (temporary suspension pending review)
• User transitioned to different role (waiting for new account)

Benefits:

• Preserves all historical data
• Maintains assigned asset ownership
• Keeps audit trail attribution intact
• Easy to reactivate if user returns
• No data loss

Remove (Permanent Account Deletion)

Use removal when:

• Employee permanently left company
• Contractor contract ended (not returning)
• User account created in error
• User migrated to different account

Consequences:

• User permanently removed from system
• Login credentials deleted
• Assigned assets remain assigned (becomes "orphaned assignment")
• Historical actions still attributed to user ID
• Cannot undo - user must be re-invited if mistake

How to Deactivate a User

Current Status: Deactivation feature is not yet implemented. Use "Remove User" with caution.

Planned functionality:

1. Navigate to Settings → Users
2. Find user in active users list
3. Click ⋮ (three-dot menu) next to user
4. Select Deactivate User
5. Confirmation dialog appears:
   • "Deactivate [User Name]? They will no longer be able to log in."
   • Checkbox: "Send notification email to user" (optional)
6. Click Confirm Deactivation

Result:

• User status changes to "Deactivated"
• User moved to "Deactivated Users" section (bottom of page)
• Login immediately disabled

What Happens When User is Deactivated

Access Changes

User cannot:

• Log in to UniAsset
• Access any pages or features
• Receive email notifications
• Use API tokens (if applicable)

Error message on login attempt: "Your account has been deactivated. Contact your organization administrator."

Data Preservation

What's preserved:

• All assigned assets remain assigned to deactivated user
• User's name appears in asset assignment lists
• Audit trail entries remain attributed to user
• Maintenance logs show user as technician
• Document uploads show user as uploader
• All historical actions preserved

Example:

• Deactivated user "John Smith" assigned to Laptop #12345
• Laptop detail page still shows "Assigned to: John Smith"
• Assignment visible to all active users
• Asset remains tracked under John's name

Billing Impact

Important: Deactivated user still occupies a user seat in your plan.

Plan limits:

• Starter Plan: 5 users maximum
• If you have 5 users and deactivate 1, you still have 5/5 seats occupied
• To free up a seat, permanently remove the user instead

Why: Deactivation is temporary suspension, not account deletion

Reactivation

Deactivated users can be reactivated at any time:

• Settings → Users → Deactivated Users section
• Click Reactivate next to user
• User can log in immediately
• All assignments and history remain intact

Common Deactivation Scenarios

Scenario 1: Employee Medical Leave

Situation: Employee on 6-month medical leave

Steps:

1. Deactivate user account
2. Do NOT unassign their assets (they'll need them when returning)
3. Optionally reassign critical assets temporarily to another user
4. When employee returns, reactivate account

Result:

• Access blocked during leave
• Assets remain tracked under employee's name
• Easy reactivation on return

Scenario 2: Seasonal Employee

Situation: Warehouse worker employed only during Q4 (holiday season)

Timeline:

• November: Invite user, assign forklift and tablet
• January: Deactivate user (off-season)
• November (next year): Reactivate user
• Benefit: User logs back in, sees their historical assignments from last year

Scenario 3: Contractor Between Projects

Situation: Contractor works on Project A (3 months), no work for 2 months, then Project B (3 months)

Timeline:

• Month 1-3: Active, assigned laptop and tools
• Month 4-5: Deactivate (between projects)
• Month 6-8: Reactivate, reassign equipment

Why not remove: Preserves contractor's history for compliance tracking

Scenario 4: Security Investigation

Situation: User suspected of unauthorized asset transfers, pending investigation

Immediate action:

1. Deactivate user immediately
2. Prevent further system access
3. Review user's audit trail (all actions visible)
4. After investigation:
   • If cleared: Reactivate
   • If terminated: Permanently remove

Difference from Removing a User

Key difference: Deactivation is reversible, removal is permanent

Viewing Deactivated Users

Planned UI:

Settings → Users page will have two sections:

1. Active Users (top section)

   • All active, logged-in users
   • Green "Active" status badge

2. Deactivated Users (bottom section, collapsed by default)

   • Click "Show Deactivated Users (3)" to expand
   • Shows deactivated user list
   • Red "Deactivated" status badge
   • "Reactivate" button available

Filter by status:

• "Active Only" (default)
• "Deactivated Only"
• "All Users"

Reactivating Users

See Reactivating Users for detailed guide.

Quick steps:

1. Settings → Users → Deactivated Users section
2. Find deactivated user
3. Click Reactivate
4. User can log in immediately

Limitations

Cannot Deactivate Owner

The Owner account cannot be deactivated (only transferred).

Reason: Owner manages billing and subscription. Deactivating Owner would create orphaned account.

If Owner needs to leave:

1. Transfer ownership to another user (see Transfer Ownership guide)
2. After transfer, new Owner can deactivate the former Owner (now demoted to Admin)

Cannot Deactivate Yourself

System prevents self-deactivation (you'd lock yourself out).

If you need to leave:

• Ask another Admin or Owner to deactivate your account

Deactivation Does Not Unassign Assets

Deactivated user remains assigned to assets.

If you need to reassign:

• Manually unassign assets before or after deactivation
• Go to each asset → Change assignment

Why not automatic: Preserves accountability (shows who had asset when deactivated)

Best Practices

1. Notify User Before Deactivation

Send email explaining:

• "Your account will be deactivated on [date]"
• Reason (leave, contract end, etc.)
• How to access data before deactivation (export reports, download files)
• Reactivation process (if applicable)

2. Document Deactivation Reason

Keep internal record:

• User: John Smith
• Deactivated: 2024-06-15
• Reason: Medical leave
• Expected return: 2024-12-01
• Deactivated by: Jane Doe (Admin)

Helps track why users are deactivated during audits.

3. Reassign Critical Assets

If deactivated user had assigned assets needed by others:

1. Identify critical assets (laptops, tools)
2. Reassign to active users
3. Document reassignment reason: "Temporary assignment during John's leave"

4. Periodic Deactivation Review

Every quarter:

1. Review deactivated users list
2. Ask: "Is this user returning?"
3. If yes, keep deactivated
4. If no, permanently remove user to free billing seat

5. Communicate Reactivation Timeline

If user is returning:

• Set calendar reminder for reactivation date
• Reactivate 1-2 days before user's return
• Test that user can log in before their first day

Troubleshooting

"I can't find the deactivate option"

Current Status: Deactivation feature is not yet implemented.

Workaround:

• Use "Remove User" for permanent removal
• Contact support for assistance with temporary access removal

"Deactivated user still receiving emails"

Cause: Email notifications may still send to deactivated email addresses.

Solution:

• Update notification settings to exclude deactivated users
• Or permanently remove user to stop emails

"User says they can't log in after deactivation"

This is correct behavior. Deactivated users cannot log in.

If user needs access:

• Reactivate their account (Settings → Users → Reactivate)

Frequently Asked Questions

Does deactivation free up a user seat in my plan?

No. Deactivated users still count toward your plan's user limit. To free a seat, permanently remove the user.

Can a deactivated user see their assigned assets?

No. Deactivated users cannot log in, so they cannot see anything. Other active users can still see assets assigned to the deactivated user.

What happens to API tokens when user is deactivated?

API tokens (if applicable) are revoked immediately upon deactivation.

Can I deactivate multiple users at once?

No. Users must be deactivated one at a time.

Workaround for bulk deactivation: Contact support.

If I deactivate a user, do they get notified?

Optional. During deactivation, you can check "Send notification email" to alert the user.

Can a deactivated user be permanently removed later?

Yes. Deactivation is temporary. You can later permanently remove a deactivated user if they're not returning.

Related Articles

• Reactivating Users
• Removing Users Permanently
• Changing User Roles
• Understanding Roles and Permissions

Need Help?

Questions about user deactivation?

• Email: support@uniasset.app
• Include: User's email, reason for deactivation, expected duration