Deactivate users and free up licenses

👤 When should you deactivate a user?

• 🚪 An employee leaves
• 🏖️ The person is on leave of absence or parental leave
• 🔒 Access to Expense should be removed

👉 Applies to: administrators. If the person is leaving, first handle cards and expense reports as described in Employee leaving: company cards and expense reports.

⚙️ Step 1 – Deactivate the user

1. Go to Administrate > Persons.
2. Select the user.
3. Change the status to Inactive.
4. Click Save.

✅ The user can no longer log in to Expense.

📅 Deactivate from a certain date

1. Open the user under Administrate > Persons.
2. Enter a date in the Inactivation date field.
3. Click Save.

✅ The user becomes inactive automatically on the selected date.

🔑 Step 2 – Free up the license

Deactivation stops access, but the license remains until you remove it.

1. Open the user under Administrate > Persons.
2. Clear the licenses, for example company card, expenses and mileage allowance, or travel expense reports.
3. Click Save.

✅ The license can now be assigned to another employee.

🧩 Restrict features without deactivating

If you only want to remove certain features for an active user, for example expenses or per diem, clear those licenses on the user and save.

👉 Should the user be able to approve but not have access to card features? Contact Expense Support.

📁 What happens to the history?

• 🧾 Receipts and expense reports remain
• 🔍 Administrators can still see the history
• 👥 The user can remain as an approver and in historical flows

👉 No data is lost when you deactivate.

🔄 Reactivate a user

1. Go to Administrate > Persons.
2. Switch the view from Active to Inactive.
3. Select the user.
4. Change the status to Active.
5. Enter user name and password.
6. Click Save.

✅ The user can log in again. Add the licenses back if they have been removed.

💡 Tips for best results

• ✅ Deactivate the user as soon as the employment ends
• 📊 Check the approval flow if the deactivated person was an approver for others
• 🔑 Review the licenses before each quarter

❓ Frequently asked questions (FAQ)

Do I delete the user completely?
No, the user is deactivated and all history is saved.

Is the license freed up when I deactivate?
No, the license remains until you clear it on the user.

Can I reactivate a user?
Yes, change the status to Active in the Inactive view under Administrate > Persons.

Can an inactive user be an approver?
Yes, but review the approval flow so that expense reports do not get stuck.

Can I remove just some features?
Yes, by clearing the licenses on the user.

✅ Summary

• 👤 Deactivate the user under Administrate > Persons, immediately or from a date
• 🔑 Remove the licenses to free them up
• 📁 All history is saved
• 🔄 The user can be reactivated at any time

🔗 Related articles

• Employee leaving: company cards and expense reports
• Step 4: Add and invite users
• Reduce the number of Expense licenses
• Person roles – restrict access to accounts