User Activation/Deactivation

User Activation/Deactivation

User Activation and Deactivation in EquiBillBook allows you to control when users can access the system. This is essential for managing team access, handling employee transitions, and maintaining security.

Understanding User Status

Users in EquiBillBook can have two main statuses:

• Active: User can log in and access the system
• Inactive: User cannot log in, but account and data are preserved

When to Activate/Deactivate Users

Activate Users When:

• New employee joins the team
• Employee returns from leave
• Temporary access is needed
• User account is ready for use

Deactivate Users When:

• Employee leaves the company
• Employee goes on extended leave
• Temporary access is no longer needed
• Security concerns arise
• User account needs to be suspended

Accessing User Status Management

To activate or deactivate users:

1. Navigate to Settings → User Settings → Users
2. Find the user in the list
3. You'll see the current status (Active/Inactive)
4. Use the status toggle or action buttons

Activating a User

Step 1: Find the User

1. Go to Settings → User Settings → Users
2. Search for the user by name or email
3. Or filter by status to see inactive users

Step 2: Activate the User

You can activate a user in two ways:

Method 1: Quick Activation

1. Find the user in the list
2. Click the status toggle or "Activate" button
3. Confirm activation
4. User status will change to Active

Method 2: Edit User

1. Click "Edit" on the user
2. Go to the "Status" section
3. Change status to "Active"
4. Save changes

Step 3: Verify Activation

• User status should show as "Active"
• User should be able to log in
• Verify permissions are still correct
• Notify user that account is active

Deactivating a User

Step 1: Find the User

1. Go to Settings → User Settings → Users
2. Search for the user
3. Verify it's the correct user

Step 2: Review User Activity

Before deactivating, consider:

• Any pending tasks assigned to the user
• Open transactions or approvals
• Data ownership and transfer needs
• Notification requirements

Step 3: Deactivate the User

You can deactivate a user in two ways:

Method 1: Quick Deactivation

1. Find the user in the list
2. Click the status toggle or "Deactivate" button
3. Confirm deactivation
4. User status will change to Inactive

Method 2: Edit User

1. Click "Edit" on the user
2. Go to the "Status" section
3. Change status to "Inactive"
4. Save changes

Step 4: Post-Deactivation Steps

• Transfer any pending tasks
• Update workflow assignments
• Archive user-related data if needed
• Document the deactivation reason

Bulk Activation/Deactivation

You can activate or deactivate multiple users at once:

1. Go to Users list
2. Select multiple users using checkboxes
3. Click "Bulk Actions"
4. Choose "Activate" or "Deactivate"
5. Confirm the action

What Happens When You Deactivate a User?

Immediate Effects

• User cannot log in to the system
• Active sessions are terminated
• User cannot access any features
• Status changes to "Inactive"

Data Preservation

• User account is preserved
• All user-created records remain
• Transaction history is maintained
• Reports and data are unchanged

What's Not Affected

• Records created by the user
• Transaction history
• Reports and analytics
• System data integrity

What Happens When You Activate a User?

Immediate Effects

• User can log in to the system
• Previous permissions are restored
• User can access assigned modules
• Status changes to "Active"

Restored Access

• All previous permissions
• Module access
• Branch/location access
• Role-based permissions

Best Practices

• Immediate Action: Deactivate users immediately when they leave
• Documentation: Document reason for deactivation
• Data Transfer: Transfer pending tasks before deactivation
• Notification: Notify relevant team members
• Review: Periodically review inactive users
• Cleanup: Consider deleting old inactive accounts after retention period

Common Scenarios

Scenario 1: Employee Leaving

1. Review user's pending tasks and transactions
2. Transfer tasks to other users
3. Deactivate the user account
4. Document the deactivation
5. Archive user data if required

Scenario 2: Temporary Leave

1. Review pending tasks
2. Assign tasks to covering staff
3. Deactivate user temporarily
4. Set reminder to reactivate
5. Reactivate when user returns

Scenario 3: New Employee

1. Create user account
2. Set up permissions
3. Activate the account
4. Send login credentials
5. Provide training

Scenario 4: Security Concern

1. Deactivate immediately
2. Review user activity logs
3. Investigate the concern
4. Take appropriate action
5. Reactivate if concern is resolved

Deactivation vs Deletion

Understanding the difference:

• Deactivation: Temporarily disables access, preserves all data
• Deletion: Permanently removes user account (may not be possible if user has transaction history)
• Deactivation is reversible; deletion is permanent
• Use deactivation for temporary situations
• Consider deletion only after retention period

Troubleshooting

User can still log in after deactivation?

• User may have active session - wait a few minutes
• Verify deactivation was saved
• Check if user has multiple accounts
• Force logout if needed

Cannot activate a user?

• Check if user account exists
• Verify you have admin permissions
• Check if account is locked
• Review system restrictions

Deactivated user's data missing?

• Deactivation doesn't delete data
• Check if data was transferred
• Review data ownership settings
• Contact support if data is truly missing

Related Articles

• User Management: Overview of user management
• Creating Users: Adding new users to the system
• User Roles and Permissions: Understanding roles and permissions
• Access Control: Advanced access control settings

Proper user activation and deactivation ensures your team has appropriate access while maintaining security and data integrity!