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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

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

✍️ Note: Deactivation doesn't remove the user’s past activity. Historical data remains available for reporting and audit purposes.

To deactivate a user, follow the steps below:

Step 1: Find the User

1. Go to the Configuration → User Management.

2. Find the person you want to deactivate (you can use filters for searching):



3. After choosing the respective user, click on the Edit button.

edit-user


Step 2. Turn off the User is Active Toggle

In a single-company account turn off the User is Active toggle.

In a multi-company account:

1. Go to the Available Companies section.

2. Turn off the toggle next to the company where you want to deactivate the user.

Please note, when you deactivate a user in the company they're currently working in, they lose access to it:

  • If the user is part of another company, Precoro automatically switches them to another company they've already been added to.
  • If the user isn't part of any other company, Precoro moves them to a company they haven't been invited to yet. A message in the deactivation dialog explains this. The user can't log in to that company until they receive an invitation to it.
  • If the user is deactivated in all companies, they can't access Precoro at all.

💡Tip: To deactivate the person in every company at once, click Deactivate User in All Companies at the bottom of the Available Companies section.

multiple-companies-deactivate-toggle

Step 3: Transfer the User's Work

If the user has work to hand off, the deactivation dialog opens:

  1. Use the Transfer to fields to choose who takes over each part of the user's work.
    See Choose a Substitute for Each Process.
  2. Once the substitutes are selected, click Deactivate User.

deactivate

If there is nothing to hand off, the toggle switches to inactive, and you can go straight to Step 4.

Step 4: Save Your Changes

Click Update in the top right corner to save the changes.

Choose Substitutes for Each Process

The deactivation dialog shows only the work that needs to be transferred, based on the deactivated user's roles.

Each selector lists the users who can take over that process.

To appear in the list, a user needs:

  • The role for that process, such as the Create role for a document type or approval rights for an approval step.

  • Access to the locations and custom document fields the process requires.

What you transfer  Required role What moves to the selected user
WR, PR, RFP, PO, Invoice, Receipt, Expense (separate selector for each) The Create role for that document type The user's documents, including recurring ones.

For purchase orders and invoices, also the default purchaser and the default PunchOut invoice creator, respectively.
Suppliers, Supplier registration forms, Contracts The Suppliers role (View or Create)

Suppliers, contracts, and all unfinished supplier questionnaires
(completed ones stay as is)
Custom reports The Reports role Custom reports the user created
Budgets The Budgets role Budgets the user owns
Webhooks The Configuration role The user's webhooks
AP Inbox The AP Inbox role AP Inbox documents and the default initiator of auto-created invoices
Billing notifications The Configuration role The user's place among billing notification recipients

💡 Tip: To assign one user to everything in a section, use the All row at the top of that section.

Please note:

  • If a document module is disabled, its selector shows the Inactive label, and the selected user gets the Create role for that module.

  • Document attachments aren't transferred. Anyone with access to a document can edit its attachments.

  • If the user has API tokens, the dialog shows them.

  • If the user you deactivated was selected as a substitute or backup approver, these roles are filled by the newly selected users.

Approval steps:

  • The selected user permanently replaces the deactivated user in the approval workflow. If the deactivated user is reactivated later, they don't return to the approval steps.
  • If no replacement is selected for a step, the deactivated user is simply removed from that step.


When Precoro removes the user from an approval step without a substitute, documents in Pending status follow these rules:

  • If the document is on its last approval step, and the deactivated user was the only approver with rights for the document's location, the document goes back for re-approval.
  • If other approvers on that step have the same access, re-approval isn't triggered.
  • Documents in Approved status stay approved.