What this feature does and when to use it?
This feature allows you to deactivate users in Recruit CRM and, if required, reduce your paid license count so you are no longer charged for unused seats. Deactivating a user removes their access to the Recruit CRM database while preserving historical records, reporting data, team associations, and deal attribution.
When deactivating a user, you can either:
• Keep the license active, allowing you to invite a replacement user or reactivate the same user later.
• Reduce the license count, which updates your subscription and stops future charges for that unused seat.
Use this feature when:
• A team member leaves your organisation and no longer requires access to Recruit CRM.
• You want to deactivate a user and reduce your paid licenses to avoid being charged for an unused seat.
Please note: Deactivating users does not imply reducing the number of purchased licenses.
To avoid getting charged for deactivated users, you have to reduce the unused purchased licenses/seats.
Also Recruit CRM, just like any other SaaS product works on a prepaid subscription model. And, as per our company’s terms, all Recruit CRM subscriptions are non-refundable.
You can Refer to point 9.5 of Recruit CRM terms for the same.
Deactivating a user
1. Go to the user management section from your admin settings.
2. Click on the pencil icon to the right of the user you want to deactivate and click on "Deactivate".
3. Now, the system will give you a pop-up with the following option:
If you check the option to "Deactivate user and reduce license", your subscription will be automatically updated, and the license will be reduced.
If you don't tick the option, you'll be deactivating the user so they no longer have access to your database, but your subscription won't be updated, and their paid licence will be maintained. And you will still be charged for the unused purchased license till the time you reduce the license after deactivating the user.
If you decide to keep the license, you can then invite a new user to the license or reactivate a deactivated user.
Note: If you have any unused purchased licenses, a message will display the number of such licenses available in your account, at the top of the User Management page. From here, you'll have two options to choose from:
'Inviting new user(s)' to use the available seats' or alternatively;
'Reducing license count' to match the number of active users.
Now, let's see how you can reduce your paid licenses so you do not get charged for the license that your team is no longer using.
Reducing your paid licenses/users
1. Head over to the Admin Settings and click on the Plans & Billings under the Account Management section.
2. Now, go to "View Current Plan" and click on "Edit Current Plan"
3. Then, decrease the "Total Users" count by the number you want to reduce.
For example: If you have 10 licenses and wish to reduce 2, then decrease the "Total Users" count by 2. Thus, the "Total Users" count should be 8.
Here, you'll also be able to see the number of unused licenses you have so that you can reduce the correct number of seats for all the unused licenses and not get charged for them on your next renewal.
4. Then, click on Review Order and verify your new "Total Users".
5. Now, before you "Update Plan & Pay" click on 'I agree to Recruit CRM's Terms Of Service'. You won't be charged anything for this since you’re reducing a user.
That's it! Now, you won't be charged for the deactivated user and unused licenses on your next renewal :)
Managing deactivated users
1. Persistence of Deactivated Users in Teams
Deactivated users remain in their respective teams even after deactivation. They are marked with a "Deactivated" label next to their names in the team edit section.
2. Ability to Add Deactivated Users to Teams
Deactivated users can still be searched and added to teams as needed.
An 'Audit Log' entry will also be created whenever a deactivated user is added to a team. This includes details such as the team name and any changes made, providing a clear trail of actions for accountability and tracking purposes.
3. Display of the 'Deactivated' label
The "Deactivated" label is prominently displayed in various parts of the application to maintain clarity and transparency, including:
Reports (Tables): All generated reports reflect the deactivated status of users.
Dashboard Reports: Dashboards show the status of deactivated users in relevant sections.
Collaborator Widget: The status of users is visible in the collaborator widget for easy identification.
List View and Detail View Pages: Both in list and detail views, deactivated users are marked accordingly.
Deactivated users are listed at the bottom of any list to differentiate them from active users.
4. Deal Split Persistence
Deactivated users also remain part of any deal splits they were involved in. This ensures that historical data and records are preserved accurately.
You can add deactivated users to new deal splits if necessary, maintaining flexibility and comprehensive record-keeping.
FAQ
Why can’t I invite a new user even though I have a license available?
Why can’t I invite a new user even though I have a license available?
If you see an open license but cannot invite a new teammate, it’s usually because when you deactivated the user, the license count was also reduced.
Here’s how to reactivate the license:
1. Go to Admin Settings --> Plans & Billing:
2. Click Edit Current Plan on the first page.
3. Increase the license count by 1.
4. Scroll to the end of the page and click Review Order.
Note: Make sure the blue box shows 0 for both values. This means you won’t be charged again for this license.
Click Upgrade Plan.
You can now invite your new user.
Does deactivating a user automatically reduce my paid licenses?
Does deactivating a user automatically reduce my paid licenses?
No. Deactivating a user does not automatically reduce your purchased licenses. You must either select the option to “deactivate user and reduce license” during deactivation or manually reduce your total users count in the Plans & Billing section.
Will I be refunded if I reduce my licenses mid-term?
Will I be refunded if I reduce my licenses mid-term?
No. Recruit CRM subscriptions work on a prepaid model and are non-refundable as per the company’s terms (see point 9.5). Reducing licenses prevents future charges for those seats at renewal; it does not generate a refund for the current term.
Can I reactivate a deactivated user later?
Can I reactivate a deactivated user later?
Yes. If you keep the license, you can reactivate a deactivated user or invite a new user to that license. The deactivated user’s data and history remain in the system.
How do I know how many unused purchased licenses I have?
How do I know how many unused purchased licenses I have?
If you have any unused purchased licenses, a message at the top of the User Management page will display the number of such licenses available in your account.
Can deactivated users still be part of teams or deal splits?
Can deactivated users still be part of teams or deal splits?
Yes. Deactivated users remain in their teams, can be searched and added to teams, and maintain their share in any deal splits. They are clearly labelled as deactivated to preserve transparency and accurate historical records.
Conclusion:
Deactivating teammates and reducing paid seats in Recruit CRM lets you control both access and cost while preserving complete historical records. Use deactivation together with license management to keep your subscription aligned with your active team and maintain clear, auditable data across your account.