Deactivating or Removing a User

When a team member leaves your organization or no longer needs access to TimeTracker, you have two options: deactivate or delete. In most cases, deactivation is the right choice.

Deactivating a User

Deactivation removes the user's ability to log in while preserving all of their historical data.

1. Go to Admin > Manage Users.
2. Click the user's name to open their profile.
3. Change their status to Inactive.
4. Click Save.

After deactivation:

• The user can no longer log in or access TimeTracker.
• All of their existing time entries, expenses, and invoices remain intact.
• Their name still appears in historical reports and on past invoices.
• They no longer count toward your active user subscription limit.
• You can reactivate them at any time by changing their status back to Active.

Deleting a User

Deleting a user permanently removes their account. This may affect associated data — time entries, expenses, and other records tied to that user could be impacted.

Use deletion only when the user was created by mistake or has no meaningful data associated with them. For anyone who has logged time or appears on invoices, deactivation is the safer choice.

When an Employee Leaves

The recommended workflow when someone leaves your organization:

1. Ensure all their time entries and expenses are submitted and approved.
2. Run any final reports you need (payroll, utilization, etc.).
3. Deactivate their account.