Inactive users: how to safely manage system access

An employee changes departments, leaves the company, or perhaps goes on a long vacation? In each of these situations, the question arises: what to do with their account in Sugester? Instead of deleting the profile, which could lead to the loss of valuable information, use the deactivation user feature.

Why is it better to deactivate than to delete?

Deleting a user account is irreversible and can erase traces of their work – tasks assigned to them, sent emails, or entries in WorkInfo may lose their owner. The status “Inactive” is a safe compromise:

• Blocks access: The user can no longer log into the system.
• Preserves history: All actions they performed, emails they wrote, or tasks they created remain intact and assigned to their name.
• Allows for return: If the employee returns to the team, you can restore their status to “Active” at any time – you don’t have to create the account from scratch.

How to change a user’s status?

The process is quick and can be done from the user list:

1. Click the four dots icon in the top menu of the system.
2. Go to the Account section, then select Users.
3. In the list of all users, find the person whose permissions you want to change.
4. Click to edit the profile of the selected user (3 dots or username).
5. In the edit form, find the Active field and uncheck the checkbox.
6. Click Save.

From this moment on, the account is deactivated, and the user will be moved to the Inactive list, which makes managing the current team composition easier.

How to find inactive users?

If after some time you want to check the list of people who once had access to the system, or you plan to reactivate someone:

1. Go to the Users list (4 dots -> Account -> Users).
2. Click the three dots icon next to the “+” / “Invite” button.
3. From the dropdown menu, select Inactive.
   A list of all former employees or those with suspended accounts will then appear.

Important information regarding fees: Remember that changing a user’s status to “Inactive” blocks access to the system, but does not automatically stop billing for that user. A user with the status “Inactive” is still counted in the subscription plan. If you want to stop paying for a given profile, it is necessary to completely remove it from the system.

Tip: Reviewing the list of “Active” users once a quarter is an excellent habit. It ensures that only those who should have access to company data actually do. If you see someone on the list who no longer works in your team, change their status to inactive – this is one of the basic steps to ensure data security in the company!