---
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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1. [Knowledge Base](https://help.precoro.com/?hsLang=en)
2. [Precoro Setup](https://help.precoro.com/precoro-setup?hsLang=en)
3. [User Management](https://help.precoro.com/precoro-setup?hsLang=en#user-management)
# 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)
- [Step 1: Find the User](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#step-1)
- [Step 2. Turn off the User is Active Toggle](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#step-2)
- [Step 3: Transfer the User's Work](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#step-3)
- [Step 4: Save Your Changes](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#step-4)
- [What Happens to Approval Steps](https://help.precoro.com/how-to-delete-/-disable-a-user-in-precoro#approval-steps)
### 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.
[](https://help.precoro.com/hubfs/edit-user.jpg?hsLang=en)
#### 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.
[](https://help.precoro.com/hubfs/multiple-companies-deactivate-toggle.jpg?hsLang=en)
#### Step 3: Transfer the User's Work
If the user has work to hand off, the deactivation dialog opens. It lists only the entities for which the user has something to delegate—determined by the user's roles.
1. Use the **Transfer to** fields to choose who takes over each part of the user's work.
Only colleagues with the required role and access appear in the list. Learn more in the [How to Set Up a Substitute for a Deactivated User](https://help.precoro.com/how-to-set-up-a-substitute-when-deactivating-a-user?hsLang=en)article:
- [Who Can Be Selected as a Substitute](https://help.precoro.com/how-to-set-up-a-substitute-when-deactivating-a-user#who-can-be-selected)
- [Actions the Assigned Substitutes Can Perform](https://help.precoro.com/how-to-set-up-a-substitute-when-deactivating-a-user#actions-to-perform)
2. Once selected, click **Deactivate User**.
**💡 Tip:** To assign one user to everything in a section, use the **All** row at the top of that section.
If the user has API tokens, the deactivation dialog shows them.
[](https://help.precoro.com/hubfs/deactivate.png?hsLang=en)
When 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.
### What Happens to Approval Steps
The user you select for an approval step permanently replaces the deactivated user on that step. See [Approval Steps](https://help.precoro.com/how-to-set-up-a-substitute-when-deactivating-a-user#approval-steps) for details.
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 other approvers on the step have access to the document, they approve it as usual.
- If the deactivated user was the only approver for the document on that step, Precoro skips the step and moves the document to the next one.
- If that step was the document’s last one, the document gets **Approved** status automatically.
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