---
title: How to Deactivate a User in Precoro
description: Learn how to deactivate users in Precoro and what happens to their data and workflows.
---

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# How to Deactivate a User in Precoro

## Learn how to deactivate users in Precoro while keeping data and workflows intact.

#### TABLE OF CONTENTS

- [How to Deactivate a User](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#How-to-Deactivate)
- [How to Deactivate a User Who Is Part of an Approval Workflow](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#user-in-approval)

### How to Deactivate a User

To prevent a user from accessing Precoro, you can deactivate their account.

💡 **Please note:** Deactivation does not remove the user’s past activity. Historical data remains available for reporting and audit purposes.

To deactivate a user, follow the steps below:

1. Go to the **Configurations** → **User Management → Company Users**.
2. Find the needed user (you can use filters for searching):

![](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-10-24%2013-03-03-gif.gif)

3\. After finding the respective user, click on the **Edit** button.

[![](https://help.precoro.com/hubfs/Monosnap%20Company%20Users%202023-10-23%2015-06-05-png.png)](https://help.precoro.com/hubfs/Monosnap%20Company%20Users%202023-10-23%2015-06-05-png.png?hsLang=en)

4\. On the **Edit User** page, go to the **Available Companies** section on the right and press the **Edit** icon. Click on the toggle next to the company in which you want to deactivate the user. 

When deactivating a user, you will see a warning informing you how this action affects the user’s status in other companies. Deactivating a user in one company makes them active in another one. If the user becomes active in a company they weren’t invited to after you confirm the action, they will be automatically invited to that company.

The system will prompt you to choose a **Substitute** for the deactivated user.

**💡 Please note:** The Substitute becomes responsible for all documents previously owned by the inactive user. The Substitute will be able to view those documents and perform revision or matching actions when required.

All documents created by the deactivated user that remain in **Draft** status will be permanently deleted.

 Find more information on setting up the Substitute when deactivating a user [**here**](https://help.precoro.com/how-to-set-up-a-substitute-when-deactivating-a-user?hsLang=en).

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/141745870354" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="141745870354" data-hsv-style="" data-hsv-width="688" data-hsv-height="382" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

5\. After selecting a Substitute click the red **Deactivate User** button and then click the **Update** button in the top right corner to save the changes.

[![](https://help.precoro.com/hubfs/Monosnap%20Edit%20User%20precoro-testing@gmail-com%202023-10-24%2013-21-04-png.png)](https://help.precoro.com/hubfs/Monosnap%20Edit%20User%20precoro-testing@gmail-com%202023-10-24%2013-21-04-png.png?hsLang=en)

### How to Deactivate a User Who Is Part of an Approval Workflow

You can deactivate users even if they are part of your company’s Approval Workflow.

 When deactivating a user who is part of an Approval Workflow, the system will automatically remove them from the workflow before deactivating their account across the company. This way, you don’t need to manually adjust the Approval Workflow — the process is handled for you.

If users who are part of the Approval have documents in the **Pending** status, then:

- - If the **Pending** document is on its last Approval Step and the person responsible for the Step is the user whom you wish to deactivate. Also, that person is the only one with the right to Approve the Location. Then the document will be forwarded for re-approval.
    - If there were other Approvers on the Step with the same accesses, the document re-approval would not get triggered.
    - Already **Approved** documents will not be forwarded for re-approval.

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