Deactivating a user

Deactivate takes a person’s access to your organization away without deleting anything. It is reversible: Reactivate gives it back.

Who this is for: Owner or Admin. Only an Owner can deactivate or reactivate another Owner. An Editor, a Viewer or a gallery role has no Deactivate button and cannot do this; ask an Owner or Admin.

Reach for this when: someone is stepping away for a while, or has left and you want to keep their history and role ready in case they come back. To take them off the list for good, use Remove instead.

Steps

1. Open Settings → Organization → Users.
2. On the person’s row, click Deactivate.

The row shows a Deactivated badge and the button now reads Reactivate.

What changes

• Only your organization. A person can belong to more than one organization with the same sign-in. Deactivating them here does not touch their access anywhere else, and it does not lock their sign-in.
• Immediately. Their next request to your organization is refused, even in a session they already have open. If they try to sign in to your organization they read: “Your access to your organization has been deactivated by the gallery. Contact the gallery if you think that is wrong.”
• Nothing is deleted. Their role, anything switched on just for them, and everything they created stay as they are. Their tick boxes (now sentences on their person page) stop working while they are deactivated: the database refuses their changes to Organization Insights, Email Campaigns, Contact Inbox, Request Manager and the website, not only the app.
• No more emails from your organization. Deactivated people are left off digests, notices and owner or admin alerts.
• The change is recorded in Settings → Recent Activity.

What you cannot do

• Deactivate yourself.
• Leave the organization with no active Owner. If you try to demote or deactivate the last active Owner, CartonCrew refuses and says why. A deactivated Owner does not count as active.
• Deactivate someone who belongs only to another organization. You only ever see and change your own organization’s users.

Reactivating

Click Reactivate on the row. Their access comes back straight away with the role, and anything switched on just for them, that they had.

Their role while they are deactivated

A deactivated person still has their role. So a role cannot be deleted on Settings → Roles while a deactivated person has it: give them another role first.