How to Add or Deactivate a User — Step-by-Step

Purpose: Provide administrators a clear, repeatable procedure for creating new user accounts and safely deactivating existing ones.
Critical reminder: Do not delete user accounts. Always mark users Inactive so historical data, audit logs, and ownership relationships remain intact.

Quick overview

• Add users: Administration → Users → Create User → fill fields → Save.

• Deactivate users: Administration → Users → Edit user → change Status to Inactive → Save.

Why not delete? Deleting removes the account and can break historical ownership, reports, workflows, and audit trails. Marking Inactive preserves history while preventing future logins.

Prerequisites

• You must be signed in with an account that has Administrator privileges.

• Confirm you have contact details and role/team assignment for the new user.

• Optional: run a quick report of records owned by a user before deactivating (so you can reassign if needed).

Steps to add a new user

1. Log in as an Administrator.

   • Confirm you have Admin rights

2. Open Administration → Users.

   • Click your profile photo or name (upper-right), choose Administration, then select Users from the Administration panel

3. Create the user record.

   • Click + Create User (usually top-right of the Users list).

   • Complete required fields:

     • User Name (login name)

     • Password and Confirm Password (or leave blank if you will send a password reset link)

     • First Name, Last Name

     • Email address

     • Role(s) — choose appropriate Role(s) to set permissions

     • Team assignment (if your organization uses teams)

     • Status — set to Active for new account, default for new users.

4. Save and notify the user.

   • Click Save.

   • Share credentials and the login URL with the user (or instruct them to use the password reset flow if you did not set a password).

Steps to deactivate (mark Inactive) a user — do not delete

1. Log in as an Administrator.

2. Open Administration → Users.

3. Open the user record and click Edit.

4. Change the user Status to Inactive.

   • Locate the Is Active checkbox field and un-check it, then Save

5. Optional — Reassign records & responsibilities

   • Before deactivating, consider reassigning open leads, opportunities, accounts, cases, or tasks that the user owns. Methods include:

     • Running a report to list the user’s owned records and performing Mass Update to assign them to another user.

     • Using any built-in ‘reassign records’ utility provided by your system or a one-time script.

   • Document where duties were moved (Team, new Owner) so nothing falls through the cracks.

Troubleshooting & tips

• If a user still needs access temporarily, consider locking their account via status rather than deleting.

• If an inactive user needs to be reinstated later, you can set Status back to Active and verify permissions and team membership.

• If automated processes (workflows, email routing) rely on a specific user, update those processes before deactivation.