How Can I Deactivate, Reactivate, or Delete a User?

If an employee has left your company or simply no longer requires access, they can be deactivated from the Pipedrive company account. When a user is deactivated, all their owned deals and contacts remain in the account but still belong to that deactivated user.

Prior to Deactivating a User

Before deactivating a user, we suggest checking for any deals or contacts they currently own. You can filter for items owned by that user and use the bulk edit function to change the owner of those items. If the user is already deactivated and still has items assigned to their account, you can view and reassign the ownership of those items to another user.

Deactivating a User

1. Go to Settings > Manage users > Users and access.
2. Click on the “...” next to the user you want to deactivate and select the “Deactivate” option.

When deactivating a user, you will see the data currently owned by that user, allowing you to reassign items if necessary. You’ll also receive a reminder to remove any unused seats.

Removing Unused Seats

• If you choose to remove unused seats during deactivation, confirm the change in the billing checkout.

• Removing an unused seat means you won’t have an active seat to add a new user, and your billing will reflect the decreased seat count from your next invoice date.
• If you keep the unused seat, it will remain in your account, allowing you to easily add another user without processing multiple billing transactions.

Reactivating a User

1. Go to the Deactivated tab.
2. Click “Reactivate” next to the target user.

Changes in Active Seat Count:

• If an open seat exists, reactivated users fill it without affecting billing.
• If reactivating a user adds a new seat to your account, your billed seat count will increase, and you will be billed immediately for the new seat.

You can read more about this billing process in this article.

Deleting a User

If you need to remove the name and email address of a deactivated user, you can permanently delete the user.

1. Go to the Deactivated tab.
2. Click “Delete user” next to the target user.

Upon User Deletion:

• The user’s name, email, and profile picture are removed from your company account and will be displayed as (deleted user) or (deleted user, IDxxxxxxxx).
• All leads, deals, and contacts owned by the deleted user remain in your company account and are still assigned to the deleted user unless ownership is transferred during deletion.