The Goal: Disable a staff user’s login so they can no longer access the database, while keeping their user record intact for easy reactivation later.
Before You Begin:
- You need staff access to Settings > Staff & User Access.
- Disabling a login reserves the username and login for this staff user without deleting the record, which makes it easy to re-enable the user as needed. This is useful, for example, when someone is out on extended leave but is still a valid employee.
- If you wish to completely remove the staff member from your database instead, see Delete a Staff User.
Step-by-Step Instructions
- In the left-hand rail, select Settings.
- Click Staff Users in the Staff & User Access section.
- Click the ellipsis
in the Actions column and select Disable Login.
- This will open the Disable Login window. If you are sure you wish to disable the staff user’s login account, click OK.
The status of this user will now be displayed as Not Active. The user will no longer be able to log into the database. If they attempt to log in, the Account is disabled message will be displayed on the log in screen.
| NOTE: If the staff person is also a member of your organization and does not have a separate member record with a different email and Info Hub account login, they will NOT be able to use these same credentials for access to the Info Hub. See Special Topic: Staff is Also a Member for more information. |
Common Pitfalls
- Deleting instead of disabling: Disabling preserves the username and login for easy reactivation. If you delete the user instead, that reserved login is gone — use Delete a Staff User only when you truly want to remove them.