If you want to deactivate/remove a user and reduce/cancel a paid license so that you are no longer charged for it on your Recruit CRM Subscription, follow the steps below:
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.
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 two options:
Deactivate User & Keep License
Deactivate User & Keep License
By clicking on "Deactivate User & Keep License" you are deactivating the user so they no longer have access to your database. However, this would not redirect you to update your subscription and reduce your paid license/seat at the same time.
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.
Proceed to the Plan Edit Page to Reduce the License
Proceed to the Plan Edit Page to Reduce the License
Then, when you click on the "Proceed to Plan Edit page to reduce the license",
A. If your user role has access to the Plans & Billings section, the system will redirect you to customize your subscription plan so that you can reduce the unused paid license for the deactivated user.
Once you reduce the paid license, you will no longer be charged for it.
B. If your user role does not have access to the Plans & Billings section, the system will prompt you to reach out to your account owner so that can reduce the unused license before the next subscription renewal so that you do not get charged again.
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. Go to the Plans and Billings section >> Go to "View Current Plan" and click on "Edit Current Plan"
2. 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.
3. Then, click on Review Order and verify your new "Total Users".
4. 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.