Deactivating switches an account off but keeps it, so you can reactivate the person later.
Deleting removes the account permanently. Deactivate unless you're sure you'll never need the person again.
What happens either way
They can't sign in, and their seat is freed straight away.
Any learning requests they were waiting on are declined automatically.
Anyone who reported to them is left with no manager, and their own Reports To is cleared.
If they own content, Spaces or budgets, or mark assessments, you choose a New Owner to take these over before you can continue. The new owner needs Admin, Manager or Contributor access.
How they differ
| Deactivate | Delete |
Can be undone | Yes, with Activate | No |
Learning history | Kept on their account | Removed from view; past learning still counts in reports |
Groups | Memberships kept | Removed from every group |
Their email address | Stays on the account | Freed, so you can invite it again as a new account |
Where they appear | Manage › People with the Deactivated status | Nowhere in the app |
For example, if a store advisor goes on a year's career break, deactivate them. When they return, reactivate them and their completed learning is still there. If you invited someone with a typo in their email, delete that account.
Remember: Reactivating someone doesn't restore who they reported to or who reported to them. Set these again afterwards.
Who can do it
Only Admins can deactivate or delete people. You can't do either to yourself, your workspace owner, the only owner of a budget, or anyone added through your HR system, SFTP or the API.