Deactivating or Removing a User

Overview

Swivl gives you two ways to remove a team member's access deactivate their account to keep their records intact, or delete it permanently. For most situations, deactivating is the safer choice.

Who can access this

Deactivating a user

Deactivating a user disables their login without deleting their data. Their name still appears in historical records such as completed jobs, invoices, and notes. The account can be reactivated at any time.

1. Go to Settings → Team & Access.
2. In the Existing Users tab, find the user you want to deactivate.
3. Click the three-dot menu next to their name and select Deactivate.
4. A confirmation dialog appears click Confirm to proceed.

The user will no longer be able to sign in to Swivl.

Reactivating a user

If a deactivated user needs access again:

1. Go to Settings → Team & Access → Existing Users.
2. Find the deactivated user and click the three-dot menu.
3. Select Edit and change their status back to Active.
4. Click Save to reactivate.

Removing a user

Removing a user permanently deletes their account from your Swivl workspace. This action cannot be undone.

1. Go to Settings → Team & Access.
2. In the Existing Users tab, find the user you want to remove.
3. Click the three-dot menu next to their name and select Delete.
4. A confirmation dialog appears click Confirm to proceed.

Note: Once a user is deleted, their account and profile data are permanently removed. Historical records they created jobs, invoices, notes will remain but may show the user as deleted.

Managing a pending invitation

If a user has been invited but has not yet accepted, you can resend or cancel the invitation from the Invited Users tab.

To resend an invitation:

1. Go to Settings → Team & Access and click the Invited Users tab.
2. Find the pending invitation.
3. Click the send icon next to their name.
4. Choose Send via SMS or Resend via Email.

To cancel an invitation:

1. Go to Settings → Team & Access and click the Invited Users tab.
2. Find the pending invitation.
3. Click the three-dot menu and select Delete.
4. A confirmation dialog appears click Confirm to cancel the invitation.

The invitation link will no longer be valid and the user will not be able to join your workspace using it.

Tips

• Deactivate rather than delete when possible this preserves reporting accuracy and audit trails.
• Before deactivating a user, reassign any open jobs or tasks they own to another team member.
• If a deactivated user needs access again, simply reactivate their account no need to re-invite them.
• Review your user list periodically to ensure only current team members have active accounts.

Related articles

• Users & Roles overview
• Inviting a New User
• The Four Built-In Roles Explained