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Disable or enable a user

Remove or restore account access and find disabled users.

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Disabling and Enabling User Accounts

Rather than deleting users (which can break data associations), you should disable accounts that are no longer needed.

To disable a user account:

  1. Click on the user’s name
  2. Uncheck the Account enabled checkbox
  3. Click Save
  4. The user will be logged out and unable to log in again
  5. A red “ACCOUNT DISABLED” banner appears in the drawer
  6. The user appears with a “Disabled” tag in the users table

To re-enable a disabled account:

  1. Enable the Show disabled users toggle at the top right of the page
  2. Disabled users now appear in the table with a “Disabled” tag
  3. Click on the disabled user’s name
  4. Check the Account enabled checkbox
  5. Click Save
  6. The user can immediately log in again
  7. You may want to send them a password reset email

Why Disable Instead of Delete:

  • Preserves customer assignments and historical data
  • Maintains proposal and contract records created by that user
  • Allows you to re-enable the account if needed
  • Frees up a user seat for someone else
  • Keeps audit trails intact

When to Disable Users:

  • Employee leaves the company
  • Temporary suspension of access
  • Converting a user to a different role (disable, then create new account)
  • User no longer needs access but their historical data must be preserved

Viewing Disabled Users

By default, the Users page only shows active (enabled) users.

To view disabled users:

  1. Look for the toggle switch at the top right of the page
  2. Enable the Show disabled users toggle
  3. Disabled users now appear in the table with a red “Disabled” tag next to their name

To hide disabled users again:

  1. Disable the Show disabled users toggle
  2. Only active users are shown in the table

This helps keep your active user list clean while still allowing you to access disabled accounts when needed.

Understanding User Status

Active Users

  • Can log in and access the system
  • Count against your seat limit
  • Appear in the default table view
  • Have full access based on their role

Disabled Users

  • Cannot log in
  • Do not count against your seat limit
  • Only visible when “Show disabled users” is enabled
  • Shown with a red “Disabled” tag
  • Can be re-enabled at any time

New Users (First Login)

  • Enabled users receive a six-digit code in their welcome email
  • Admin, Consultant, and Coordinator users enter the code to sign in to the web app
  • Contractors enter the code once, create a mobile app password, and then finish setup in the mobile app
  • Disabled users cannot sign in or request a code until an administrator enables their account

Table Features

Sorting

Click on any column header to sort by that column:

  • Name: Alphabetically by first or last name
  • Job Title: Alphabetically by title
  • Role: Alphabetically by role name

Click again to reverse the sort order (ascending/descending).

Filtering by Role

Use the filter dropdown in the Role column header to show only users with specific roles:

  1. Click the filter icon in the Role column header
  2. Check the boxes for the roles you want to see:
    • Admin
    • Consultant
    • Coordinator
    • Contractor
  3. Click outside or press OK
  4. The table now shows only users with the selected roles

Clear the filters to show all users again.