How To Deactivate Reactivate Or Remove Users From Your Affinity Account

Help center reference: How To Deactivate Reactivate Or Remove Users From Your Affinity Account

How-to — task-oriented recipe.

Have a seat in your Affinity subscription that you’d like to reuse for another team member? Admins can recycle seats by either deactivating existing users or completely removing users from their account, then inviting a new user or reactivating a deactivated user afterwards.

What happens when deactivating vs. removing a user?

The main difference between deactivating vs. removing a user on your team’s Affinity account is based on whether you’d like to keep or delete the user’s company email/calendar data. See the table below for more details:

	Deactivating	Removing
User will no longer have sign in access to your team’s Affinity account	True	True
User’s email accounts will stop syncing	True	True
User’s ownership of private/shared lists will be transferred to the admin who deactivated/removed them from the account	True	True
User’s generated API key will be deactivated and impact any native integrations using that API key	True	True
User’s personal email/calendar data will be removed*	True	True
User’s company email/calendar data will be removed*		True
User will no longer appear as a Connection to other entities		True
User’s notes attached to deleted logged interactions/synced meetings will be detached and converted to regular notes**	True	True

• Example: If Company123 has an Affinity subscription and their registered email domain in Affinity is @company123.com, then deactivating a user on this account will keep the email/calendar data associated with the email account ending in “@company123.com”. On the other hand, if the user synced in other personal email accounts ending in “@gmail.com” or different email domains, then the email/calendar data associated with these accounts will be removed.
• ** - If a user gets deactivated/removed, notes that are attached to their deleted logged interactions/synced meetings will get detached and converted into regular notes (click the hyperlinks to learn more). Any logged interactions/synced meetings that remain will have their attached notes remain as is.

How to deactivate a user

1. Click Settings on the left side panel.

2. Click Users and Permissions tab, then click the 3-dotted icon next to the user you’d like to deactivate. Note: For our Enterprise tier customers, only the Enterprise Admin will be able to deactivate a user (see Account Level Permissions).

3. Make sure you agree with the following, then click Confirm.
   1. This screenshot will show if the user only has their work email account(s) synced.

2. This screenshot will show if the user also has personal/other email account(s) synced - the main difference being that any email accounts whose domains do not match that of their work email account will have their email/calendar data removed.

How to remove a user

1. If you are an admin, please send an email to [e-mail], stating the full name and email address(es) of the user that you are requesting to completely remove.
2. If you are not an admin, please CC your admin in the email so that they are aware of your request.

How to reactivate a user

1. Go to Settings, click the Users and Permissions tab, then make sure to check the box to show Deactivated users.

2. Then, click the 3-dotted icon next to the user you’d like to reactivate. Note: For our Enterprise tier customers, only the Enterprise Admin will be able to reactivate a user (see Account Level Permissions). Note: When reactivating a user, a new API key will need to be generated (see How to obtain your Affinity API key).