- Users
- Restricting, Deactivating and Reactivating Users
Restricting, Deactivating and Reactivating Users
Overview
Restricting and deactivating both remove a user's access to Astalty. A restricted user still counts towards your monthly subscription; a deactivated user does not. Both are done from the user's profile in the Users menu.
Restricting Users
Restriction is intended to hold a user out of the account while you investigate a sensitive matter. It removes their access but keeps them on your subscription.
- From the left-hand menu, select Users and open the user's profile.
- Select the Permissions tab.
- Click Actions, then Restrict.
Astalty confirms that they can no longer log in but will still be included in your monthly invoice. Deactivate them instead to take them off it.
The user shows as Restricted in the Users list.
To restore their access, return to the same Actions menu and click Unrestrict.
Deactivating Users
- From the left-hand menu, select Users and open the user's profile.
- Click Actions, then Deactivate.
The dialog collects three things before it will let you continue.
| Field | Required | Notes |
|---|---|---|
| Employment end date | No | Defaults to today. Clear it if you don't want one recorded. |
| Exit Reason | No | Chosen from your organisation's list — see Exit Reasons. Archived reasons aren't offered. |
| Exit Details | No | Free text for anything the reason alone doesn't capture. |
| Confirmation | Yes | The user's legal first and last name. |
The end date and the reason both feed the Staff Retention Report.
Deactivating a user will:
- Remove them as Primary Coordinator for any Participants they currently coordinate
- Remove them as Service Coordinator for any Services they currently coordinate
- Unassign them from any future rostered shifts, returning those shifts to unpublished
- End any sessions they have open, so they are signed out immediately
You cannot deactivate yourself, and the Account Owner cannot be deactivated at all — transfer the role first with Updating the Account Owner.
Will I get a refund for removing a user?
No. Astalty does not refund removed users on either the monthly or yearly subscription, and you are charged for the user for the remainder of the current billing period. Monthly subscribers are told the date up to which they can reactivate the user at no extra cost.
Updating Exit Details
The exit reason and details can be set or changed at any time after someone is deactivated — useful when the reason wasn't known on the day.
- Open the deactivated user's profile.
- Click Actions, then Update Exit Details.
- Set or clear the Exit Reason and Exit Details, then click Update.
Update Exit Details only appears on deactivated users, and the read-only Exit Reason and Exit Details on the profile are hidden while someone is active. To change the Employment End Date, use Edit on the profile instead.
Finding Deactivated Users
Deactivated users are hidden from the Users list until you filter for them. Click the filter button, choose Status, then select Deactivated.
Reactivating Users
- Find the deactivated user and open their profile.
- Click Actions, then Reactivate.
- Confirm.
There is no waiting period — you can reactivate someone straight away. They are included in your monthly Astalty user count again, so your subscription cost reflects the additional user.