When an employee leaves the company, you can deactivate or fully delete their account. We almost always recommend deactivation rather than deletion.
Deactivated users can no longer log in and do not count toward your user licenses, but their historical activity remains accessible to HR Admins. Deactivated users can be reactivated at any time.
Deleting a user also deletes all of their historical activity. This action cannot be undone.
If you accidentally create multiple accounts for the same employee, you can merge them to consolidate their historical activity under one account.
Deactivating users
Deactivate users on your Directory page by selecting Deactivate Account in the dropdown menu in the rightmost column next to their name.
Hold down the Shift key to select multiple users and deactivate them in bulk.
Finding a deactivated user’s content
To view deactivated users' employee profiles, filter your Directory page for Deactivated Accounts and search for their name:
Then click to the employee’s name to access their employee profile and review their historical activity.
Reactivating a user
Deactivated users can be reactivated by selecting Reactivate from the Manage menu on the user's employee profile.
Then, go to your Directory page and send them a password reset link.
Deleting users
When users are deleted, their historical records and information are erased irreversibly. Always leave users in deactivated status when possible.
To delete a user, you must first deactivate them. Then, select Delete User and All Data in the Manage menu on their employee profile.
Merging users
If you need to consolidate multiple accounts for the same user, you can merge a source account into a destination account. The source account's activity is transferred to the destination account. The source account is then deactivated and the destination account is kept active.
First, go to the employee profile of the source account and select Merge Into Other User in the Manage menu.
Next, enter the destination account and review the data that will be transferred before confirming.
The destination account's basic demographic data (such as manager, department, and location) will not be updated.