Deactivate an employee

By the end of this article you will have switched off someone who has left, know exactly what stopped and what stayed, and know how to re-employ them later if they come back.

Deactivate

1. Open Team → Employees and click the person’s row, or its Edit employee icon.
2. Switch off Active Employee. A note appears under the switch saying what is about to happen.
3. Click Update Employee.

Their row now shows Inactive. There is no delete: a person who has done work for you stays on the record so that their jobs, hours, payroll and history keep their name.

What deactivating does

• Locks them out. The office and the field app refuse every request from them from that moment, including a phone that is already signed in. You do not need to reach the phone.
• Stops new assignments. They no longer appear when you assign a technician, in the calendar, on routes, or when the customer portal offers booking slots.
• Frees their seat. Your plan counts active people; on a plan that bills extra seats, the charge stops with the next bill.
• Ends their employment as of today. Their Employment History gains a last day of today, so a salary stops accruing and payroll knows the period they were paid for.

Everything they did stays: completed jobs, time entries, payouts already earned in an open period, quotes and customers they created. Payroll for the current period still lists them with what they earned before their last day.

If their last day was not today

Deactivation can only assume today. If someone actually left last Friday, or is leaving at the end of the month:

1. Open their record and scroll to Employment History.
2. Click End Employment and give the Last day worked, or correct the end date on the current period directly.

A date change alters what future closes pay — a salaried person’s last week is paid to their real last day, not the day someone updated the record — and it cannot reach into a period whose books are already closed. If that is where the correction falls, the closed figures stand and the difference is settled outside the app.

You can also end employment without deactivating, for someone on notice: they keep working and signing in, and the salary stops on the last day you gave. Deactivate them when they hand in the phone — nothing switches them off on that date by itself.

Bringing someone back

Open their inactive record, switch Active Employee back on and click Update Employee, then use Re-employ under Employment History with their New start date. They keep their history and their sign-in — the same email and password as before, or a fresh password from the sign-in page’s reset link — and a new employment period starts beside the old one.

Inviting their email again does not work: the address is still theirs, so the form answers “An employee with this email already exists.” Switch them back on as above instead.

Good to know

• You cannot deactivate the last active Admin. The form refuses it so a company can never lock itself out; make someone else an Admin first.
• Deactivating is not a leave of absence. For someone away for a while, record a Day off for the dates under Manage availability instead; they stay employed and can still sign in.
• An inactive person’s phone still holds its offline copy until it next tries to sync and is refused, at which point it signs out. For a phone you will never see again, that is enough; there is nothing further to revoke from the office.