Got a guy leaving end of month. 8 years of jobs under his name. Don't want to lose that data for warranty claims and callbacks. If I deactivate him in the admin panel, what happens to all his completed work orders? Do they stay attached to his name or do they get orphaned? Don't want to find out the hard way when a customer calls back about a job from 2022.
Art! Happy to help with this — it's a common concern and the good news is you're covered.
When you deactivate a user (rather than delete), here's what happens to their data:
Job history is preserved
All completed work orders remain in your account with the technician's name attached. You can still search, filter, and report on jobs by that user. The historical record doesn't change.
Active assignments get handled
Any open work orders assigned to that technician will need to be reassigned before deactivation — the system will prompt you for this. You can bulk-select and reassign to another technician or leave unassigned for dispatch to handle.
What "deactivated" means
The user can no longer log in, doesn't count toward your license total, and won't appear in active technician lists. But their profile and history remain intact for audit and reporting purposes.
To deactivate: Admin > Team Management > [User] > Deactivate Account. You'll get a confirmation screen showing any open jobs that need reassignment.
From a warranty perspective, you're protected — the job record stays complete with timestamps, photos, notes, and the original technician attribution. Let me know if you need help with the bulk reassignment step!
Art! Happy to help with this — it's a common concern and the good news is you're covered.
When you deactivate a user (rather than delete), here's what happens to their data:
Job history is preserved
All completed work orders remain in your account with the technician's name attached. You can still search, filter, and report on jobs by that user. The historical record doesn't change.
Active assignments get handled
Any open work orders assigned to that technician will need to be reassigned before deactivation — the system will prompt you for this. You can bulk-select and reassign to another technician or leave unassigned for dispatch to handle.
What "deactivated" means
The user can no longer log in, doesn't count toward your license total, and won't appear in active technician lists. But their profile and history remain intact for audit and reporting purposes.
To deactivate: Admin > Team Management > [User] > Deactivate Account. You'll get a confirmation screen showing any open jobs that need reassignment.
From a warranty perspective, you're protected — the job record stays complete with timestamps, photos, notes, and the original technician attribution. Let me know if you need help with the bulk reassignment step!
