This article walks through the steps to take before deactivating a user and how to deactivate them in QuotaPath.

Before deactivating a user who has moved on from the company, head to the Plans page and find the member and their plan. In the assignees section below the Plan, edit the member plan details using the 3-dot menu and adjust the end date to the members last day in the role so the plan no longer continues to accrue earnings. Setting the end date stops data from flowing through to the plan for that person. Hit Save once the end date is set.

Once the plan end date is set, make sure you have approved and paid out any final payouts owed to that person. Schedule any remaining payouts so the deactivation does not leave anything outstanding from a deal or plan perspective.

Once everything is squared away, head to the Members page and search for the user. Click the kebab menu on their row, choose Archive or Remove from workspace, and select Archive.

You will rarely want to use Delete. Deleting a user removes all of their data from QuotaPath. You cannot undo it. Archiving keeps the user’s data within QuotaPath but marks them as no longer active, and they no longer count against your contracted user total.

After clicking Save, the user will no longer have a gray background and will instead show a white background with an archived label. On the Members list, archived users appear in the Archived section rather than the Active section.

When you need to add a new user to replace someone leaving, archive the outgoing user first, then add the replacement. This way you are cleanly swapping out the active user rather than briefly having two active users on the same plan.