Disable a User’s Login

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At times, it may be necessary to prohibit a user from logging into their account. For example, this feature is useful during times you wish to wait until after payroll is closed to deactivate a user’s account but don’t with to allow the user access in the interim. To disable a user’s login:

1. From the dashboard, click the gear wheel icon to the left of the user’s name.
2. Navigate to the Profile tab.
3. Click the Disable User Login button at the bottom of the page.
4. The user is now locked and you will see a padlock icon next to their name on the Dashboard.

Disabling the user’s login prevents them from logging into their account and entering or changing time, but it does not remove them from your dashboard view. Their user license is still active until deactivated. If you need to make room for a new user, it is recommended that you deactivate the user (see below for instructions). 

Note: If a pay period that contains a deactivated user is reopened, the user will be automatically reactivated, but with a disabled login. The user will need to be deactivated again after re-closing the payroll period. 

Reactivate a User’s Login

Once a user is disabled, the Disable User Login button is replaced with a Reactivate Login button. Clicking this button restores the user’s account to full access. To reactivate a user’s login:

1. From the dashboard, click the gear wheel icon to the left of the user’s name.
2. Navigate to the Profile tab.
3. Click the Reactivate Login button at the bottom of the page.

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Deactivate (Terminate or Archive) a User

The deactivation process places the user and all of their associated information into the archives. Reports can still be run on the archived data (see “Reporting” below), but the user’s data is inaccessible without reactivating the user. Before a user can be deactivated, there are a few conditions that must be met:

• The user cannot be clocked in.
• There can be no pending alerts for the user.
• All of the user’s data (hourly and project time, expenses) must be closed or archived.

The user can be deactivated by following these steps:

1. From the dashboard, click the gear wheel icon to the left of the user’s name.
2. Navigate to the Profile tab.
3. Click the Deactivate User button at the bottom of the page.
4. On the next page, confirm the above conditions are met (unmet conditions will be displayed in red text with instructions).
5. Set the desired termination date.
6. Complete the process by clicking the Deactivate and Archive This User button.

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Reactivate a User

To reactivate a user:

1. From the dashboard, navigate to the Inactive Users tab at the top of the page.
2. Find the user you wish to reactivate, and click the blue Reactivate link to the right of their name. 

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Termination Letters

You may wish to generate and download a termination letter for a user before deactivating them. To create the document:

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Reporting

It is not necessary to reactivate a user to run reports on their archived data. To view reports on archived users’ time:

1. Click Reports in the left menu.
2. Choose one of the report formats. 
3. Locate and un-check the box for Include All ACTIVE Users. 
4. At the bottom of the list of users, click the blue link (SHOW) next to Archived Staff.
5. Check the box next to the names of the archived users you wish to include in the report. 
6. Continue to set your report parameters and run the report as you would normally.

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