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Inactivate a Batch of User Accounts in the Company Directory

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Objective

To deactivate a user from a Procore account so that he/she can no longer log in to a Procore account and access company-specific information.

Background

You are NOT permitted to delete a user from your organization's Procore company account. This is because users are frequently tied to historical information about a construction project, and it is important to keep each user's information in your company's Procore database for accurate recordkeeping. You can, however, deactivate a user's profile so that the user can no longer log in to your organization's Procore company account. 

Before you deactivate one or more user accounts in the Company Level Directory tool, you will first want to ensure that if if the user has been assigned to any items in Procore that require a pending action, you either close that item or reassign responsibility for completing the tasks associated with that item to another user. For best results, Procore recommends that you always perform those steps prior to deactivation of an account. 

Tip! If you are a user with 'Admin' level permission to the company's Reports tool, follow the steps in View Assignment Report. This allows you to view all of the 'Open' items currently assigned to a user. 

Some considerations to take into account prior to deactivating a user are outlined in the example below. 

EXAMPLES
If a user is associated with any open items on an active project, be sure to either close those items or reassign them to another user using the appropriate project tool in Procore. This should always be completed prior to deactivating a user in your organization's Company level Directory.
Some best-practice considerations include, but are not limited to, the following:

  • Is the user an 'Employee' who requires a final timecard entry in the 'Timecard Entry' area of the Daily Log? See Create a Timecard Entry.
  • Is the user designated in the 'Assignment' field on a meeting item? See Edit a Meeting Item.
  • Is the user designated as 'Point of Contact' for a Responsible Contractor in an inspection? See Edit a Project Level Inspection.
  • Is the user designated as an 'Assignee' on an observation? See Edit an Observation.
  • Is the user designated in the 'Assigned To' field on a punch list item? See Edit a Punch List Item.
  • Is the user an 'RFI Manager' or 'Assignee' on an RFI? See Edit an RFI.
  • Is the user a 'Submittal Manager' or an 'Approver' on a submittal? See Edit a Submittal.

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the Company level Directory tool.
  • Prerequisites:
    Before you inactivate a user account in the company's Directory tool, it is recommended that a user with 'Admin' level permission close and/or reassign any open items that might be assigned to the user throughout Procore.
  • Additional Information:
    Once inactive, the following is true:
    • The user cannot log into Procore using the inactive account information, the user's name is removed from the selectable options in User drop-down menus.
    • The user information remains in the Company level Directory and is archived in the Inactive People and Companies view. A user with 'Admin' level permissions to the Directory can reactivate the user at any time. 
    • All user activity is stored in Procore and open items remain in the state they were in at the time of deactivation.
    • Users with 'Admin' level permission either on the Company or Project level Directory tool can reactivate user accounts. To learn more:

Demo

bulk-actions-inactivate.gif

Steps

  1. Navigate to the Company level Directory tool.
    This reveals the Company Directory page. 
  2. Click Users. 
    This reveals your company's list of active users. 
  3. Choose from these options:
    • To make one user account inactive, mark the checkbox next to the desired person's name.
      OR
    • To make multiple users accounts inactive, place a mark in each desired checkbox. 
      Note: To remove a selected user, clear the desired checkbox(es) or click Uncheck All to clear all selected checkboxes.
  4. Choose Bulk Actions > Inactivate.
    Click OK to acknowledge the confirmation message. A GREEN banner appears to confirm that the user account was moved the Inactive Users view. 
    Notes: For best results, always close open items or reassign items to another user prior to deactivating the user. If you do not:
    • Those assignments can only be updated by a user with the appropriate permissions to the specific Procore tool.
    • Any open or pending items associated with the inactive user will remain assigned to that user in Procore's tool.

See Also