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Deactivating users

When a team member leaves RecSphere Ltd or changes role, deactivate their account to revoke access immediately while preserving the work they did. This article explains the difference between deactivate and delete, what happens on deactivation, and how to reactivate someone later.

Deactivate vs delete​

RecSphere offers two ways to remove access, and they behave very differently.

  • Deactivate keeps the user record intact. Their name still appears on the candidates they sourced, the timesheets they approved and the messages they sent. They cannot sign in. This is the right choice in almost every case.
  • Delete removes the user record entirely. It is only available for users who never created or touched data; in practice this means invites that were accepted but never used. Delete is rare.

If you are unsure, choose deactivate.

Deactivating a user​

  1. Open Settings > User Management.
  2. Find the user, for example John Smith.
  3. Click Deactivate next to their name.
  4. Confirm in the dialog. RecSphere will ask you to reassign their open work (see below).

What happens immediately​

The moment you confirm deactivation:

  • All active sessions for the user are revoked. They are signed out of every browser and the mobile app.
  • API tokens they own are invalidated.
  • Connected integrations (email, calendar, Aircall) are disconnected.
  • The seat on your plan is freed for a new invite.

The user's records, comments, messages and audit log entries are preserved.

Selectable lists and historical data​

A deactivated user is removed from selectable lists, so you cannot assign new records to them. They no longer appear as an option when you pick an owner, approver or consultant.

They remain visible in historical data, so past activity is preserved. Where their name still appears, it is shown with a "(deactivated)" or "(archived)" label, typically at the bottom of lists. This keeps the history accurate while preventing the user from being associated with any new records.

Reassigning open work​

Before confirming deactivation, RecSphere shows a summary of the user's open work: assigned candidates, owned vacancies, open tasks and active conversations. You can either:

  • Pick a colleague to take over everything at once.
  • Reassign different items to different colleagues.
  • Skip reassignment and let an admin pick it up later.

Reassignment updates ownership across all affected pages.

Reactivating later​

If a colleague returns or you deactivated someone in error, open Settings > User Management, switch the filter or view to deactivated users where available, find the user and click Reactivate. They keep their previous role and history. They will need to set a new password the next time they sign in.

Cannot delete with history

A user who has linked placements, contracts or sent messages cannot be deleted, only deactivated. This is by design: deleting them would orphan records and break compliance trails.