Reactivating Users - Restore User Access

Overview

Reactivate previously deactivated users to restore their login access while preserving all assigned assets, historical data, and audit trail entries.

Note: UniAsset currently uses permanent removal instead of deactivation. This guide describes the intended behavior for when user reactivation is implemented.

Who Can Access This

Required role: Owner or Admin

Why restricted:

• Prevents unauthorized access restoration
• Maintains security controls
• Ensures accountability for user reinstatement

Managers and Viewers: Cannot access user management features

When to Reactivate

Common Reactivation Scenarios

Employee Returns from Leave:

• Medical leave ended
• Maternity/paternity leave completed
• Sabbatical finished

Contractor Returns:

• New project started
• Seasonal work resumed
• Contract renewed

Seasonal Employee:

• Holiday season returns
• Summer seasonal worker back
• Quarterly contractor returns

Investigation Concluded:

• User cleared of suspicion
• Access privileges restored
• Normal operations resumed

How to Reactivate a User

Current Status: Reactivation feature is not yet implemented. If you removed a user, you must re-invite them.

Planned functionality:

1. Navigate to Settings → Users
2. Scroll to Deactivated Users section (bottom of page)
3. Click Show Deactivated Users if section is collapsed
4. Find user in deactivated users list
5. Click Reactivate button next to user
6. Confirmation dialog appears:
   • "Reactivate [User Name]? They will be able to log in immediately."
   • Checkbox: "Send welcome back email" (optional)
7. Click Confirm Reactivation

Result:

• User moved to Active Users section
• Login access restored immediately
• User can log in with existing credentials

What Happens When User is Reactivated

Access Restored

User can:

• Log in immediately with existing email/password
• Access all features allowed by their role
• Receive email notifications (if enabled)
• Use API tokens (if applicable)

No changes to:

• User's role (remains same as before deactivation)
• User's department assignment
• User's email address
• User's password (credentials unchanged)

Data Continuity

What remains intact:

• All assigned assets remain assigned
• All historical actions attributed to user
• All maintenance logs show user as technician
• All document uploads show user as uploader
• All audit trail entries preserved

Example:

• User was deactivated for 6 months
• During deactivation, Laptop #12345 remained "Assigned to: User"
• After reactivation, user sees laptop still assigned to them
• User's assignment history from before deactivation is visible

Notification (Optional)

If "Send welcome back email" is checked:

Email sent to user:

Subject: Your UniAsset Account Has Been Reactivated

Hello [User Name],

Your UniAsset account has been reactivated. You can now log in at:
https://app.uniasset.app

Your login credentials remain unchanged:
Email: user@company.com
Password: (use your existing password)

If you've forgotten your password, use the "Forgot Password" link on the login page.

Your assigned assets and historical data are all intact.

Need help? Contact your organization administrator.

Post-Reactivation Steps

For Administrator

After reactivating user:

1. Verify role is correct

   • Settings → Users → Check user's role
   • Adjust if responsibilities changed (see Changing User Roles)

2. Review assigned assets

   • Check what's still assigned to user
   • Reassign or unassign as needed
   • Update asset locations if user moved offices

3. Notify relevant team members

   • Alert team that user is back
   • Update project assignments
   • Add user to relevant email groups

4. Check for pending notifications

   • User may have accumulated notifications during deactivation
   • Alert them to check notification center

For Returning User

When you log back in:

1. Check assigned assets

   • Dashboard → My Assets
   • Verify what's still assigned to you
   • Return any assets no longer needed

2. Update profile information

   • Settings → Profile
   • Update phone number, department (if changed)

3. Review notification settings

   • Settings → Notifications
   • Enable/disable notifications as needed

4. Check pending maintenance tasks

   • Dashboard → Upcoming Maintenance
   • Complete any overdue maintenance logs

Reactivation vs. Re-Inviting

Best practice: Only permanently remove users if they're never returning. Use deactivation for temporary access removal.

Common Reactivation Workflows

Scenario 1: Employee Returns from Medical Leave

Timeline:

• Day -7: Set calendar reminder to reactivate user
• Day -2: Reactivate user account (Settings → Users → Reactivate)
• Day -1: Test that user can log in
• Day 1: User returns, logs in, access works immediately

Result:

• No disruption to user's first day back
• All assets and data waiting for them
• Seamless transition

Scenario 2: Seasonal Employee Returns

Timeline:

• November (last year): Employee worked, assigned tablet and scanner
• January: Employee deactivated (off-season)
• November (this year): Reactivate user
• Benefit: User logs in, sees their historical assignments from last year

Use case:

• No need to retrain on which assets were assigned
• Previous usage history visible
• Continuity year-over-year

Scenario 3: Contractor Returns for New Project

Timeline:

• Project A (Jan-Mar): Contractor active, assigned laptop
• Between projects (Apr-May): Contractor deactivated
• Project B (Jun-Aug): Reactivate contractor
• Check: Review assigned assets, reassign as needed for new project

Why reactivate instead of re-invite:

• Preserves Project A history for compliance
• Shows complete work history across projects
• Faster onboarding (no new account setup)

Limitations

Cannot Reactivate Permanently Removed Users

If user was permanently removed (not just deactivated), reactivation is impossible.

Workaround:

• Re-invite user with new invitation
• User will have new user ID (loses historical attribution)
• Manually reassign assets

Reactivation Does Not Restore Deleted Data

If admin deleted assets, categories, or other data after user deactivation, those items remain deleted.

Example:

• User deactivated June 1
• Admin deleted Category "Tools" on June 15
• User reactivated July 1
• "Tools" category still doesn't exist (deletion not reversed)

Billing Seat Immediately Occupied

Reactivating a user immediately occupies a billing seat.

Check before reactivating:

• Settings → Plan → Check user count
• If at limit (e.g., 5/5 users), cannot reactivate without upgrade

Workaround:

• Upgrade plan first
• Or permanently remove another user to free seat

Best Practices

1. Reactivate Before User's Return Date

Don't wait until the last minute.

Timeline:

• User returns: Monday, June 1
• Reactivate user: Friday, May 29
• Test login: Friday afternoon
• Benefit: Ensures no access issues on user's first day back

2. Notify User Before Reactivation

Send email:

• "Your account will be reactivated on [date]"
• "You can log in starting [date] with your existing credentials"
• "If you've forgotten your password, use the 'Forgot Password' link"

3. Review Assigned Assets Before Reactivation

Check what's still assigned to user:

1. Settings → Users → Deactivated Users → Click user
2. View assigned assets
3. Ask: "Does user still need these assets?"
4. Unassign assets no longer needed before reactivation

Why: Prevents confusion when user logs back in and sees old assignments

4. Update User Information if Changed

If user's role or department changed:

1. Reactivate user first
2. Then change role (Settings → Users → Change Role)
3. Update department (Settings → Users → Assign Department)

5. Check Plan Limits Before Reactivation

Avoid surprise billing issues:

1. Settings → Plan → Check current users
2. If at limit, upgrade plan first
3. Then reactivate user

Troubleshooting

"I can't find the reactivate button"

Current Status: Reactivation feature is not yet implemented.

Workaround:

• Re-invite the user (Settings → Users → Invite User)
• User must accept invitation and set new password

"User says password doesn't work after reactivation"

Possible causes:

1. User forgot password (use "Forgot Password" link)
2. User's credentials expired during deactivation (contact support)

Solution:

• User resets password via "Forgot Password" link on login page

"Reactivated user not showing in Active Users list"

Check:

1. Refresh the page (Ctrl+F5)
2. Check filter: Ensure "Active Users" filter is selected
3. Search for user by name or email

"Plan says I'm over user limit after reactivation"

Cause: Reactivating user exceeded plan's user limit.

Solution:

1. Deactivate or remove another user
2. Or upgrade to plan with higher user limit (Settings → Billing)

Frequently Asked Questions

Does reactivation send a notification to the user?

Optional. During reactivation, you can check "Send welcome back email" to notify the user.

Can a user reactivate themselves?

No. Only Owner or Admin can reactivate users. Deactivated users cannot log in.

Does reactivation change the user's password?

No. User's password remains unchanged. They log in with their existing credentials.

If I reactivate a user, do they see data from while they were deactivated?

Yes. If other users created assets, logged maintenance, etc. during deactivation period, reactivated user can see all current data (subject to their role permissions).

Can I reactivate a user without notifying them?

Yes. Uncheck "Send welcome back email" during reactivation. User won't receive email but can still log in.

Does reactivation affect billing immediately?

Yes. Reactivating a user immediately counts toward your plan's user limit.

Related Articles

• Deactivating Users
• Inviting New Users
• Changing User Roles
• Understanding Roles and Permissions

Need Help?

Questions about user reactivation?

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