What this feature does and when to use it?
Recruit CRM allows you to deactivate an existing user, invite a new teammate to use the same paid seat, and transfer record ownership when team members leave or change roles.
Deactivating a user removes their access to the system but does not remove the paid license associated with your subscription. This ensures a smooth transition while preserving your existing plan and account configuration.
Use this feature when you want to:
Replace a departing teammate with a new user.
Manage user transitions without losing data.
Please note: Deactivating a user does not imply removing the paid seat/license from your subscription charges.
Instead, the license becomes available and can be reassigned to another teammate.
Please note that your subscription charges are based on the number of paid licenses in your account, not the number of active users. As a result, you will continue to be billed for any unused licenses that remain in your subscription.
If you no longer need a vacant license, you can reduce the number of paid licenses in your subscription separately.
Step-by-step instructions
Navigate to Admin Settings > Users.
Locate the user you want to deactivate and click the Edit (pencil) on the far right of the user's row.
In the user pop-up, click Deactivate (bottom left) to remove their access to Recruit CRM.
If you do not want to reduce the license, untick the 'Deactivate user and reduce license' checkbox and click the 'Yes Deactivate' option.
If the 'Deactivate user and reduce license' checkbox is not ticked, once you have successfully deactivated the old user, you can invite a new user on the same seat, without making changes to your current plan.
2. Invite a new teammate
Navigate to Admin Settings > Users.
Click the Invite Teammates button in the top-right corner of the page.
Enter the new teammate's email address and select the appropriate role.
Click Send Invitation to invite the user to your Recruit CRM account.
The user will receive an email invitation to join Recruit CRM.
3. Transfer ownership of records
If you wish to transfer the ownership of records of the user that has left to the new user or an existing user, follow the steps below once the new user has joined your team:
Go to "Admin Settings" and click on Users
Search for the deactivated user whose records you want to transfer, or filter the list to display deactivated users. Once located, click the Edit (pencil) icon.
Click Transfer to begin the ownership transfer process.
Select the user who should become the new owner of the records from the Transfer ownership To drop-down and click on Submit.
Confirm the transfer and wait for the success message to appear.
Troubleshooting
Problem: I cannot invite a new user after deactivating an existing one.
Problem: I cannot invite a new user after deactivating an existing one.
Likely cause: The user may not have been fully deactivated, or no vacant seat is currently available.
What to check: Verify that the original user shows as deactivated and confirm the number of available licenses in your account.
Resolution: Complete the deactivation process or free up an additional license before sending the invitation.
Problem: The new teammate cannot see records owned by the previous user.
Problem: The new teammate cannot see records owned by the previous user.
Likely cause: Record ownership has not yet been transferred.
What to check: Verify who owns the affected records.
Resolution: Transfer record ownership from the deactivated user to the appropriate teammate.
FAQs
1. Does deactivating a user remove the paid license?
1. Does deactivating a user remove the paid license?
Not always. The license will only be reduced if the "Deactivate user and reduce license" checkbox remains selected during deactivation. To keep the license for reuse, uncheck the box before confirming.
2. Can I invite a new user without upgrading my plan?
2. Can I invite a new user without upgrading my plan?
Yes. You can invite a new user without upgrading your plan, provided you have an available license that can be assigned to them.
3. Can I transfer records from a deactivated user?
3. Can I transfer records from a deactivated user?
Yes. Record ownership can be transferred to another active user after the original user has been deactivated.
Conclusion:
Recruit CRM makes it easy to manage team transitions by allowing you to deactivate users, invite replacements, and transfer record ownership while continuing to use your existing subscription.