Use this article if
Someone is leaving the company and should no longer have access to SalesScreen.
You want to free up a license.
You are unsure whether to deactivate or delete a user.
You need to remove a person's personal data from SalesScreen.
Role
Company Administrators and Account Owners can deactivate any user.
User Administrators can deactivate users in their assigned teams.
Plan
Available on all plans.
Prerequisites
You have one of the roles above.
You know which user should lose access.
You know whether the user was added manually or is synced from an integration, such as Azure, a CRM or the API.
Deactivate or anonymize: which should I choose?
What you want | What to do |
Remove access, but keep the user's results | Deactivate the user. |
Free up a license | Deactivate the user. |
Remove a person's personal data, for example for privacy reasons | Deactivate the user, then anonymize them. |
Remove a user who is still Pending and should not be in SalesScreen | Deactivate the Pending user. See What about Pending users? below. |
What happens when I deactivate a user?
The user can no longer log in.
The user's historical data is kept. Past activity and sales remain in reports, dashboards, competitions and targets, so previous totals stay correct.
The user's results are always included in team, department and company totals.
The user only appears in user-level leaderboards if Show deactivated users in leaderboards is turned on under Manage → Settings → Privacy.
What happens when I anonymize a user?
Anonymizing a user removes their personal information from SalesScreen. You can anonymize users who have been deactivated.
Use anonymization when a person's personal data must be removed, for example when someone leaves and you have privacy obligations. If you only want to remove access, deactivating is enough.
Only anonymize a user if you are sure you won't need to identify them in SalesScreen again.
Does deactivating free up a license?
Yes. Only active users count towards your licenses, so deactivating a user frees up their license. You can then use it for a new user.
If you need more licenses in total, an Account Owner can add them. See How do I add more user licenses to my SalesScreen subscription?
Can I reactivate a user later?
Yes. If the person returns, or you deactivated the wrong user, you can reactivate them. Their historical data is still attached, so reactivating restores both their access and their history.
Reactivating a user uses a license, so make sure one is available.
What about Pending users?
A Pending user was added when there were no available licenses. A Pending user is not an active SalesScreen user yet.
If the user should be in SalesScreen: activate them once a license is available. Their data is kept.
If the user should not be in SalesScreen: deactivate them. The Pending user's reports are then deleted.
Pending users who are not activated within 2 weeks are deactivated automatically, and their reports are deleted.
What if the user is synced from Azure, a CRM or the API?
If an integration manages the user, deactivating them only in SalesScreen may not be enough. The integration can import or activate the user again on the next sync.
To prevent this, also remove or disable the user in the source system, or remove them from the sync group.
Offboarding checklist
Deactivate the user in SalesScreen.
If the user is synced, remove or disable them in the source system or sync group.
Check that the user can no longer log in.
Check that the user's historical results still appear correctly in reports and competitions.
If the person's personal data must be removed, anonymize the user.
Decide whether to reuse the license for a new user.
What if this doesn't work?
The deactivated user keeps coming back.
An integration is probably importing the user again. See Why does a deactivated user keep coming back?
I need to keep the results but reuse the license.
Deactivate the user. This keeps their history and frees up the license.
I need to remove the person's personal data.
Deactivate the user, then anonymize them.
Still stuck? Contact SalesScreen Support and include:
The user's name and email address
Whether the user was added manually or is synced from an integration
What you want to achieve: remove access, free up a license, keep history or remove personal data