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How to Make a User Inactive

Deactivate a staff User's SETWorks access without deleting their account or historical records

Overview

When a staff member leaves your organization or no longer needs system access, you deactivate their SETWorks User account instead of deleting it. This preserves the User's history, so records they created or signed (such as Activity Records) stay intact for audit and reporting purposes, while immediately preventing them from logging in. Marking a User Inactive is the standard way to manage staff turnover without disrupting existing documentation.

Note: Making a User inactive does not delete their account or any records associated with them; it only changes their status and blocks further login access.

Before you start

  • You need permission to access Settings > User Maintenance (typically an administrator-level role).
  • Know the User's name or email so you can locate them in the list.

Steps

  1. Go to Settings > User Maintenance.
    a. From the left navigation, click Settings, then select the User Maintenance tab. This page lists all Users for your organization with columns for First Name, Last Name, Middle Name, Full Name, Status, Default Organization, Default Department, and Email.
  2. Find the User.
    a. Use the Search... field above the table to locate the User by name or email, or scroll/page through the list using the page numbers at the bottom.
  3. Open the Actions menu for that User.
    a. Click the Actions dropdown at the end of the User's row, then select Edit User from the menu (which also includes Edit Roles and Edit Departments).
  4. Change the Status field to Inactive.
    a. In the Edit User window, click the Status dropdown and select Inactive from the list (Select Option, Active, Inactive).
  5. Save your changes.
    a. Click Save at the bottom of the Edit User window. The User's Status column on the User Maintenance list will now read Inactive, and they will no longer be able to log in to SETWorks.

Frequently Asked Questions

What happens to a User's existing records when I mark them inactive?
Their account is deactivated, but records they previously created, completed, or signed remain in SETWorks unchanged. Inactivating a User does not remove or alter historical documentation.

Can I reactivate a User later?
Yes. Open the same Edit User window from the Actions menu and change the Status field back to Active, then click Save.

Why don't I see the Edit User option for a User?
Access to Settings > User Maintenance and its Actions menu is controlled by your assigned role. If you don't see these options, contact your local administrator to confirm your permissions.

Is there a difference between Inactive status and deleting a User?
Yes. SETWorks does not allow deletion of users — Inactive is the mechanism for removing access while retaining the User record and its history.