When somebody leaves

Switch them off — never delete

Where: Admin → Users → the Active switch

1. Click Admin, then Users.
2. Find the person.
3. Click the Active switch so it turns grey.

They can no longer sign in. Everything else stays exactly as it was.

Why not delete

Deleting breaks two things that matter later:

Kept by deactivating	Lost by deleting
Their records, still owned by them	Ownership, leaving records orphaned
Their history in the Audit Log	The trail of who did what

Deactivating is reversible in one click. Deleting is not reversible at all.

What to do with their records

Deactivating does not reassign anything. Their records keep them as owner, and under Private sharing that can mean nobody else can see them.

For each account or contact that matters, use Change Owner to move it to whoever picks the work up.

Do this before you deactivate if you can — it is easier to find their records while their name is still on active lists.

A leaver checklist

1. Change the owner of records somebody else needs.
2. Reassign their open tasks.
3. Switch Active off.
4. Revoke any API key attached to them.

Step 4 is the one that gets forgotten. A key keeps working after the person is gone, because the key is not the person.

Bringing somebody back

Switch Active on again. Their role, company, permissions and records are all as they were. Reset their password if they no longer have it.

What goes wrong

Symptom	Cause
Records vanished after deactivation	Still owned by the inactive user. Change the owner.
They can still sign in	The switch did not save. Reload and check.
An integration broke	An API key attached to them. See API Integration.