# Restricting, Deactivating and Reactivating Users Source: https://docs.astalty.com.au/guide/deactivating-and-reactivating-users > Restrict, deactivate, or reactivate a user from their profile in the Users menu. ## 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](https://app.astalty.com.au/users) menu. > **Looking to Convert a User's Type?** > > Restricting and deactivating control a user's access. If you instead need to switch a user between a **Standard User** and a **Support Worker**, see [Converting User Types](https://docs.astalty.com.au/guide/users/converting-user-types). ## 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. 1. From the left-hand menu, select [Users](https://app.astalty.com.au/users) (under **Manage** when your menu is grouped into sections) and open the user's profile. 2. Select the **Permissions** tab. 3. 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 Alert dialog over a user's Permissions tab, confirming the user is restricted and can no longer log in but is still included in the monthly invoice, and that deactivating them removes them from it.](https://docs.astalty.com.au/assets/restrict-message.png) > **Restricting doesn't touch their API keys** > > If the user had **Can manage API keys and webhooks**, restricting them does not disable the API keys they own - anything using one keeps its access to this account. To stop that access, delete or rotate the key itself from the [API Dashboard](https://docs.astalty.com.au/developers/api). The user shows as **Restricted** in the Users list. ![The Users list filtered to Active and Restricted and sorted by Status, with an arrow pointing to a user whose Status shows restricted, above users marked active.](https://docs.astalty.com.au/assets/user-menu.png) To restore their access, return to the same **Actions** menu and click **Unrestrict**. ## Deactivating Users 1. From the left-hand menu, select [Users](https://app.astalty.com.au/users) (under **Manage** when your menu is grouped into sections) and open the user's profile. 2. Click **Actions**, then **Deactivate**. ![A user profile with the Actions menu open, listing Update Address, Deactivate, Convert to Support Worker and Audit Trail, with Deactivate highlighted.](https://docs.astalty.com.au/assets/users-profile-actions-deactivate.png) The dialog has the following fields. | 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](https://docs.astalty.com.au/guide/settings/users-settings/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](https://docs.astalty.com.au/guide/reports/staff-retention-report). ![The Deactivate User dialog showing the Employment end date, Exit Reason set to Resignation and Exit Details fields above a highlighted Confirmation field with the user's full name typed in, and a warning that you are still charged for this User for the remainder of the current billing period.](https://docs.astalty.com.au/assets/users-deactivate-dialog-exit-reason.png) > **The Confirmation Name Can Differ From the Name on Screen** > > You must type the user's **legal** first and last name, which is not always the name shown elsewhere in Astalty - a user with a preferred name displays differently when **Staff Name Display** is set to Preferred & Last Name. The dialog shows the exact name to type in bold. It cannot be pasted. 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 - When your account uses the [On-Call Roster](https://docs.astalty.com.au/guide/scheduling/on-call-roster), remove them from on-call nights that have not started and end any repeating on-call they are on, leaving those nights with nobody on call - End any sessions they have open, so they are signed out immediately > **Revoke Their API Keys Before Deactivating** > > Astalty will not deactivate a user who still owns public API keys. The Account Owner or an Admin with **Can manage API keys and webhooks** must delete those keys from the [API Dashboard](https://docs.astalty.com.au/developers/api) first. Deleting a key immediately stops any integration using it. > **Hand Over Their Case Load Before You Deactivate** > > Deactivating clears those assignments without putting anyone in their place, leaving the Participants and Services unassigned. Move them across first with [Reassigning Participants](https://docs.astalty.com.au/guide/users/reassigning-participants), then deactivate. You cannot deactivate yourself, and the Account Owner cannot be deactivated at all - transfer the role first with [Updating the Account Owner](https://docs.astalty.com.au/guide/users/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. 1. Open the deactivated user's profile. 2. Click **Actions**, then **Update Exit Details**. 3. Set or clear the **Exit Reason** and **Exit Details**, then click **Update**. ![The Update Exit Details drawer on a deactivated user, with an Exit Reason dropdown set to Resignation and an empty Exit Details field above Close and a highlighted Update button.](https://docs.astalty.com.au/assets/users-update-exit-details-drawer.png) **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](https://app.astalty.com.au/users) list until you filter for them. Click the filter button, choose **Status**, then select **Deactivated**. ![The Users list with three numbered callouts: 1 the Filter button, 2 the Status is Deactivated filter, and 3 the Deactivated status of Olivia Hartley in the results.](https://docs.astalty.com.au/assets/cleanshot-2024-05-03-at-11.07.33-1758769845.png) Video walkthrough: finding deactivated users. ## Reactivating Users 1. Find the deactivated user and open their profile. 2. Click **Actions**, then **Reactivate**. 3. Confirm. There is no waiting period. You can reactivate someone straight away if your current subscription supports their user type. A Support Worker cannot be reactivated on a plan that does not include Support Workers. Reactivated users count towards your subscription again. > **Reactivating Erases the Exit You Recorded** > > Reactivating clears the employment end date, exit reason and exit details, and removes that person from the exit counts in the Staff Retention report. The values survive only in the user's audit trail, so note anything you need to keep before you reactivate.