--- title: "Deactivate or Delete a User" slug: "deactivate-or-delete-a-user" description: "Deactivate a user by marking them inactive from the User Grid or User Record. Users cannot be deleted. Deactivated users lose login access." updated: 2025-08-26T19:48:15Z published: 2025-08-26T19:48:15Z canonical: "docs.restaurant365.com/deactivate-or-delete-a-user" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Deactivate or Delete a User ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/12041631204/original/L-lBHXMPp2SaKt3JCnlWvSPyMczcgA8RIA?1538692357) Users that no longer need access to R365 can be deactivated by marking their User Record as 'Inactive'. **Users cannot be deleted.** Once the User's User Record is set to 'Inactive', the User will no longer be able to log in. Auto LogoutWhen a user's password is reset or the user is marked as inactive, they are immediately logged out of all active sessions. > Removing an Employee's access to R365 is done on the employee record. Learn how to [mark Employees as 'Inactive' here](/doc/docs/inactive-employee-records). Before deactivating a User, be sure to review the [User Deactivation Checklist](/doc/docs/user-deactivation-checklist) to ensure that there is no important information lost in the deactivation process. --- ## Security Users with the following Permission will be able to deactivate a User: - Administration → Users → Edit Users These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Deactivate a User Users can be deactivated from the [User Record](/doc/docs/user-record-overview) or the [User Grid](/doc/docs/users-overview-and-security). ### User Grid To deactivate a User from the User Grid, follow these steps: *Click steps to expand for additional information and images.* ****1)** Under the **Admin** application, under the **Users & Security** category, select **Users**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UJVGUD4O.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) ****2)** Locate the desired **user’s row**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6GVNTKP2.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) ****3)** Locate the **active column**, then **toggle off** to deactivate.** > [!TIP] > **R365 Tip** > > Use the column selector to adjust the columns displayed. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZVWF7HXS.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R216WZ1M.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/c94cad6c-4937-40f0-8ab2-7b84f53260be.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) | Indicates that User is Active | | --- | --- | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/5c78b376-5079-4f89-9d90-029e08fa1ebd.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) | Indicates that User is Inactive | --- ### User Record To deactivate a User from the [User Record](/doc/docs/user-record), follow these steps: *Click steps to expand for additional information and images.* ****1)** Under the **Admin** application, under the **Users & Security** category, select **Users**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UJVGUD4O.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) ****2)** Locate and open the User record that will be deactivated** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6GVNTKP2.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) ****3)** In the **General** tab, click the checkbox for **inactive.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5440H3IZ.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) ****4)** Click **save** then select the desired save option.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IISYFJ8T.png?sv=2026-02-06&spr=https&st=2026-11-10T17%3A09%3A48Z&se=2026-11-10T18%3A09%3A48Z&sr=c&sp=r&sig=1Uwp1Q8guKrJwYedaZYak2jBJrtsQh22cG4ut%2BE%2Bqac%3D) > If the User that is being inactivated has specific permissions, like approval permissions, the system will prompt the User to confirm the changes > If the User that is being inactivated is the owner of a [Report Subscription](/doc/docs/report-subscriptions-overview-security), the User will be prompted with a notice to change the Report Subscription. To learn more about [inactivating Users that own Report Subscriptions, click here.](/doc/docs/report-subscriptions-handling-inactive-users) Restaurant365 A database entry that contains detailed info about an employee, including personal details and employment history. Access rights granted to users or user roles that dictate what actions they can perform within the system.