Overview

This article explains how to deactivate and reactivate user profiles in HappyCo. Deactivating a user removes their access to your company's account and moves them from your Active User list to the Deactivated Users list. Reactivating restores their access and active status.

Requirements

To manage user statuses, you must meet the following requirements:

• Administrator Role: You must have the Administrator role to deactivate or reactivate users.
• Data Syncing: You must ensure all data has been synced from any devices used under the user's profile before deactivation. Any unsynced data tied to the user's profile will not be able to sync to the database once the account is deactivated. Before deactivation, reassignment of any scheduled, pending, and open items is recommended; this flow is owned by the Administrator deactivating the user.

Steps

Deactivating a User

1. Log into Manage and click the Settings (cogwheel) icon in the upper right corner and access the Admin Center.
2. Select the Users tab on the left side of the screen to view current users.
3. Locate and click on the name of the user you need to deactivate. You can use the search bar at the top to search by their name or email.
4. On the User Details page, click the three vertical dots in the upper right corner.
5. Select Deactivate. The user will automatically be moved to the Deactivated Users list. By clicking deactivate, the action will be logged.
   
6. Click Save or the X button to exit the screen.

Reactivating a User

1. Navigate to the Users tab in the Admin Center.
2. Click the dropdown menu that currently says Active and select All or Deactivated.
3. Locate and click on the name of the user you need to reactivate. You can use the search bar at the top to search by their name or email.
4. On the User Details page, click the three vertical dots in the upper right corner.
5. Select Activate. The user will automatically be moved back to the Active Users list. By clicking activate, the action will be logged.
   
6. Click Save or the X button to exit the screen.

Exceptions / Edge Cases

SCIM Authenticated Users

If you are an Administrator but cannot see the three vertical dots to deactivate a user, check if that user is part of an SCIM (System for Cross-domain Identity Management) group.

In these cases, you cannot deactivate the user directly in HappyCo. You must deactivate the user through your authentication provider (such as Azure AD, Microsoft 365 or Okta) first. The user will lose HappyCo access during the next SCIM sync, and their status will automatically update to 'Deactivated' typically within 24 hours, depending on your SCIM sync configuration.

Troubleshooting

• Problem: A user's account is inactive and preventing them from accessing their assigned properties.
  Cause: The user's profile has been deactivated. HappyCo Support cannot directly modify user accounts or reactivate them due to security and data protection protocols.
  Resolution: The user must contact their company's Account Admin. The Account Admin has the authority to reactivate the account and update access permissions.

FAQs

Does a deactivated user receive a notification? 

Can a deactivated user’s data be exported before reactivation? 

Admin Center does not currently provide a self-service export specifically for deactivated user records. If the needed data is not available, contact HappyCo Support with the specific business need and user details.

Can an admin see who performed a deactivation and when?