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Deactivating vs Deleting a Member

Learn the differences between deactivating and deleting a team member in systemHUB, how each option impacts content ownership and audit logs, and how to execute the process safely.

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⏸️ Option 1: Deactivate a Member

Deactivation temporarily revokes access while keeping the user's data completely intact.

Use this when:

  • An employee is on extended leave (parental, sabbatical).
  • A contractor has finished a project but might return in the future.
  • You want to stop account access without losing the historical audit trail.

What happens:

  • The member can no longer log in to the platform.
  • Their content, including systems they own and sign-offs they completed, is preserved exactly as it was.
  • They no longer count toward your active user seat limit.
  • You can reactivate their profile at any time.

How to deactivate:

  1. Navigate to Settings -> Team.
  2. Click on the team member's name.
  3. Click Deactivate.

❌ Option 2: Delete a Member

Deletion permanently removes the user's profile from your workspace.

Use this when:

  • The person has permanently left the business.
  • You are cleaning up old test or seed accounts.
  • Compliance regulations require you to completely remove their personal data.

What happens:

  • The account is permanently removed and cannot be recovered.
  • Sign-offs and agreements they made remain safely in the audit log with their name preserved for historical compliance.
  • Systems they owned must be reassigned, the platform will prompt you to do this automatically during the deletion process.

How to delete:

  1. Navigate to Settings -> Team.
  2. Click on the team member's name.
  3. Click Delete and confirm your decision in the pop-up window.

🤔 Which Option Should I Choose?

  • When in doubt, deactivate: This process is completely reversible. Only choose delete when you are absolutely certain, and only after you have prepared a new owner for any systems they currently manage.
  • Compliance removals: For compliance-driven data removals, such as GDPR right to erasure requirements, use Delete. Simply deactivating an account does not satisfy "right to be forgotten" legal guidelines.

🗂️ What Happens to Their Content?

Both deactivating and deleting a user will preserve the actual documentation they created.

  • System Ownership: Systems they owned will need a new supervisor, and you will be prompted to choose a new destination owner at the point of deletion.
  • Audit Trail: Sign-offs and agreement records remain fully visible in your compliance logs even after a profile is deleted. The audit trail of who agreed to what stays 100% accurate.

🎉 You're All Set!

You now know how to cleanly manage offboarding and user access control inside systemHUB. Keeping your team list updated ensures your account seat limits stay accurate and your documentation remains secure.