How to Deactivate Users

1. Feature Overview

In order to preserve the integrity of your LeadSquared account history, we don’t allow you to delete users. Instead, you can deactivate them. Users who’ve been deactivated won’t be able to log into LeadSquared.

2. Configure User Deactivation Rules

To restrict your Admins from deactivating users with associated leads/opportunities, enable the following Advanced Configuration setting –

1. Navigate to My Profile>Settings>Profile>Advanced Configurations.
2. Search for Configure User Deactivation rules, and click Configure.
3. On the User Deactivation Rules pop-up, enable the checkbox  to restrict deactivation –
   • If user has associated Leads
   • If user has associated open Opportunities
   • If user is a Reporting Manager
4. Once you’re done, click Save.

Additional Rule for Opportunity Ownership

When you navigate to My Profile>Settings>Profile>Advanced Configurations, you’ll also find the Enable change of Opportunity owner on Lead Owner change configuration. When this is enabled, the opportunity owner will automatically update to match the new lead owner. However, if the admin manually selects a different user as the new opportunity owner, this will override the automatic update.

3. Bulk Update the Lead/Opportunity Owners

Ensure that no leads or open opportunities are tagged to the user you’re about to Deactivate. To do this, change the owner for all the leads and open opportunities tagged to the user –

3.1 Bulk Update Lead Owner

Bulk update the lead owner of all the leads tagged to the user –

1. Navigate to Leads>Manage Leads.
2. Alongside the leads tagged to the user you’re about to deactivate, click the  checkbox.
3. Then, hover your cursor over the Actions menu, and click Change Owner.
4. On the Change Owner pop-up, from the dropdown, select the new lead owner, and click Change. This will bulk update the lead owner for the selected leads.

3.2 Bulk Update Opportunity Owner

Bulk update the opportunity owner of all the open opportunities tagged to the user –

1. Navigate to Leads>Manage Opportunities .
2. Alongside the opportunities tagged to the user you’re about to deactivate, click the  checkbox.
3. Then, hover your cursor over the Actions menu, and click Bulk Update.
4. From the Opportunity Field dropdown, select Owner, and from the New Value dropdown, select the new opportunity owner.
5. Once you’re done, click Update. This will bulk update the opportunity owner for the selected opportunities.

4. How to Deactivate a User

When deactivating users, they will either be subject to a validation rule (Billing User, Reporting Manager, Lead Owner, Opportunity Owner, Automation) or not.

4.1 Deactivating users without a validation rule – 

1. Navigate to My Profile>Manage Users.
   • Alternatively, navigate to My Profile>Settings>Users and Permissions>Users.
2. Alongside the user you want to deactivate, hover your cursor over , and click Deactivate.
3. On the confirmation pop-up, click Deactivate. This will deactive the user from your account.

4.2 Deactivating users with a validation rule

1. Navigate to My Profile>Manage Users.
   • Alternatively, navigate to My Profile>Settings>Users and Permissions>Users.
2. Locate the user you want to deactivate, hover over the ⋮ icon, and click Deactivate.
3. If required (*), replace the user with another active user.
4. Click Proceed.

4.2.1 Deactivating users who are part of an Automation

5. How to Reuse a User’s Email Address

You cannot create a new LeadSquared user with the same email address as a deactivated user. However, you can mark a Deactivated user Obsolete, and then reuse the email address to create a new user in another LeadSquared account.

1. After you’ve Deactivated a user, navigate to the Users page.
2. Filter the Status by Inactive.
3. Alongside the user who’s email address you want to use, hover your cursor over , and click Mark Obsolete.
4. On the Make User Obsolete pop-up, click Yes. You can now reuse this email address, and assign it to a different user.

6. FAQs

I need to retrieve all leads assigned to a deactivated user, but the user is not showing up in the owner dropdown list. How can I filter leads by this user?

Explanation: Once a user is deactivated, they will no longer appear in the “Owner” dropdown list, making it impossible to filter leads by that user in the “Manage Leads” section or through advanced search conditions.

Solution: To handle prevent this situation, configure User Deactivation Rules as described above. These rules prevent user deactivation if the user still has assigned leads. If deactivation is attempted, an error message will appear, informing you of the number of leads still assigned to that user. Reassign the leads to another user and then deactivate the concerned user.

7. Troubleshooting

Issue: User Creation Error for Rejoining Employees. When an admin attempts to create a new user account for an employee who previously left the organization and was marked as obsolete, an error occurs.

Scenario: An employee left the organization, and the admin deactivated the user and marked them as obsolete. Six months later, the employee rejoined the organization, but the admin encounters an error while trying to create a new user account using the same email address.

Root Cause: If a user with the same email address already exists in the tenant (even as an obsolete user), a new user account cannot be created using that email ID.

Error Message: If the admin attempts to create the user via Import Users, the success report will display the following error in the CSV file:
There is already an obsolete user in this account, please try activating it.

Solution: To resolve this issue, the admin should reactivate the existing obsolete user account and modify the user details if required.

Any Questions?

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