User Deletion and Deactivation

Vixiees implements a user deactivation system that preserves history and allows future reactivation. Physical deletion of users does not exist in order to guarantee data integrity.

Two Levels of Deactivation

Deactivating a User

To fully deactivate a user:

1. Go to Settings > Users
2. Select the user
3. Click the actions menu
4. Select Deactivate user

What happens:

• The user cannot log in
• They do not appear in active user lists
• Their historical data remains intact
• Their salesperson license is automatically deactivated

Deactivating Only the Salesperson License

To keep the user active but without the salesperson role:

1. Go to Settings > Users > [User]
2. Click Manage License
3. Select Deactivate license
4. Confirm the action

What happens:

• The user maintains platform access
• Loses access to commercial features (tasks, calls)
• The paid license is freed for another user
• Unassigned from all Sales Brains (Playbooks)

What Happens with Contacts

Important: A user CANNOT be deleted if they have assigned contacts.

Behavior:

• Contacts remain assigned to the deactivated user
• They become "orphaned" without an active agent
• You must manually reassign them before completely removing the user

Recommendation: Reassign contacts to another salesperson before deactivating.

What Happens with Tasks

When deactivating a salesperson's license:

• Tasks in "created" state are marked as transferable
• The reason is recorded as "User deactivated"
• Other salespeople can take these tasks
• Completed tasks remain in the history

Data That Is Preserved

All historical information is maintained:

• Call history
• Sent and received emails
• WhatsApp messages
• Contact activity
• Performance metrics
• Audit logs

Country License Restriction

If the user is the last salesperson with a license in a country:

• They CANNOT be deactivated if there are active phone numbers in that country
• You must first deactivate the numbers or assign the license to another user

Error message: "You must deactivate the phone numbers for this license's country before removing the last license in the country."

Reactivating a User

You can reactivate deactivated users at any time:

1. Go to Settings > Users
2. Filter by inactive users
3. Select the user
4. Click Activate user

Tasks that were transferred during deactivation remain with their new owners.

Recommended Process

Before deactivating a user, follow these steps:

1. Reassign contacts to another salesperson
2. Complete or transfer pending tasks
3. Check phone numbers if this is the last license in the country
4. Deactivate license first (frees costs)
5. Deactivate user if they no longer need access

Conclusion

Vixiees does not allow physical deletion of users to preserve data integrity and history. Use license deactivation to free costs and user deactivation to completely suspend access.

Relevant Scenarios

• Employee departure: Reassign contacts, deactivate license, deactivate user
• Role change: Only deactivate license, user maintains access to reports
• Team downsizing: Deactivate licenses to optimize costs, reactivate when needed