Deactivating and reactivating users

Deactivating and reactivating users

When a team member leaves, takes a leave of absence, or should no longer have access, you can deactivate their user account. Deactivation prevents them from logging in but preserves their account and all their past actions in the system (for audit and historical records). You can reactivate the account at any time.

Before you start

• You must have Admin access or User Management permission.
• Deactivating a user does not delete their data—all their past transactions, documents, and records remain in the system.

Steps to deactivate

1. Go to Settings → Users & Roles → Users. Open in Usystems

2. Find the user in the list and click Edit or click the user's name.

3. Look for a Status field or Active toggle/checkbox. If it is currently marked as "Active," uncheck it or change the status to "Inactive."

4. Click Save or Update.

5. A confirmation message appears. The user is now deactivated and cannot log in.

Steps to reactivate

1. Go to Settings → Users & Roles → Users. Open in Usystems

2. Find the deactivated user in the list (it may be labeled "Inactive" or show a status badge) and click Edit.

3. Mark the user as Active again by checking the "Active" field or changing the status.

4. Click Save or Update.

5. The user can now log in again with their original password.

Tips & common mistakes

• Deactivation is reversible — you can reactivate a user at any time without recreating their account.
• Login attempts by deactivated users are denied — the system will show an error message if a deactivated user tries to log in.
• Filter to show only active users — in the Users list, you may have a filter to hide inactive users. If you do not see someone, check if an "Active only" filter is enabled.
• Audit trail is preserved — even after deactivation, all the user's past transactions and changes are visible in audit reports and remain attributed to them.