Managing User Access: Deactivating and Removing Users

Understanding User Deactivation

Marking a user as Inactive restricts their portal access while preserving their history and records. This reversible action applies to Contacts, Companies, and Staff Members. While deactivated, users cannot receive task assignments, participate in Secure Messaging, or engage via Chat.

Common reasons to deactivate users include:

1. Staff departures — Prevent former employees from accessing the portal while keeping their project history accessible to your team
2. Intermittent clients — Suspend access between active projects and reactivate when work resumes, maintaining continuity without data loss
3. Credit management — Temporarily restrict access as needed for account management purposes

Deactivating a Contact

Navigate to CRM > Contacts.

Select the three-dot Options menu next to the Contact you want to deactivate, then choose Set Inactive.

The deactivated Contact appears in the Inactive Contact tab within CRM.

From the Inactive Contact tab, click the Options menu to perform these actions:

• View — Access the Contact’s CRM Dashboard
• Set Active — Restore portal access and enable assignments
• Delete — Permanently remove the Contact. This action cannot be reversed.

Deactivating a Staff Member

Go to Flyout Menu > Manage Staff.

Click the three-dot Options menu beside the Staff Member to deactivate, then select Set Inactive.

The deactivated Staff Member moves to the Inactive Staff tab in the Staff menu.

From the Inactive Staff tab, open the Options menu to:

• Set Active — Restore portal access and allow assignments
• Delete — Permanently remove the Staff Member. This action cannot be reversed.

Removing a Contact Permanently

Contacts must be deactivated before deletion. Follow the deactivation steps above, then locate the Contact in the Inactive Contacts list. Open the Options menu and select Delete to remove them permanently from Unificus.