Skip to main content
There are two ways to end someone’s access: deactivate them, which is reversible, or remove them, which is not. Either way, their tracked time is kept. Removing a person never deletes the hours they logged.

​
Deactivate or remove?

Deactivate first. It is the safer choice for someone on garden leave, a seasonal contractor, or anyone who might come back. Remove only when you are sure.

​
Deactivate someone

1

Open their record

Go to Settings → Team Members and click their name.
2

Find the Access card

On the Profile tab. It is described as Switch this person's access to the workspace off without removing them or anything they've logged.
3

Switch Can open this workspace off

The description updates to They cannot sign in. Their time, rates and history are untouched, and turning this back on restores them exactly as they were.
A toast confirms Access switched off. with an Undo action. There is no modal, because nothing is lost. Their roster row now reads Deactivated. To bring them back, switch it on again. The toast reads Access restored.

​
Remove someone

1

Open the roster

Go to Settings → Team Members.
2

Open the three-dot menu

Find their row and choose Remove from workspace.
3

Read the dialog

It is titled Remove ? with the text They'll immediately lose access to {workspace}. This can't be undone.
4

Confirm

Click Remove member.
You can also remove someone from their record. The Remove from workspace card on the Profile tab says more: {name} will lose access to this workspace immediately. Their logged time, rates and history are kept. This cannot be undone – you would have to invite them again.
Removal does not ask you to type a confirmation string. It is a single confirm click, because their work is kept either way.
The Remove from workspace item is disabled on your own row. You cannot remove yourself – use leave a workspace instead.

​
What happens when you remove someone

​
Kept

Their history is a record of your business. Removing a person is an access decision, not a data decision.

​
Cleaned up automatically

The invitation cleanup matters. An open invite is access – anyone holding that link could still join. Removing a person closes the roster row and the invite at the same time, so there is no back door.

​
Removing a client portal contact

The flow is identical. A portal contact sits on the same roster with the role badge Client. Their comments, approvals and uploads in the portal are kept. Their project shares go with the membership. See remove portal access for the softer options – unticking a single project, or switching the portal app off.

​
The owner rules

A workspace always needs one owner who can sign in.
If you are the owner and you are leaving, transfer ownership first. See change someone’s role.

​
Seats

Both deactivating and removing free a seat immediately. Deactivated members are not counted, and neither are removed ones. If you were blocked at the Free cap of 3 people, freeing a seat lets you add someone again. See seats and billing.

​
Example

Ana Ferreira’s contract at Northwind Studio ends.
1

Deactivate first

Tom Whitfield opens Ana’s record and switches Can open this workspace off. Ana cannot sign in. Her 140 tracked hours, her 80billablerateandher80 billable rate and her 55 cost rate all stay put, and every report still shows her work.
2

Three months later

Ana is not coming back. Tom removes her from the roster. Her outstanding invite from last year is revoked in the same step.
3

What Northwind keeps

Every hour Ana logged, every invoice line those hours produced, and every comment she wrote. Northwind’s Q1 profitability figures are unchanged.
4

What Northwind frees

One seat.

​
Permissions

The permission list describes member.remove as Remove members: Take a person out of the workspace. Their tracked time stays.

​
Common questions

No. Time entries, timesheets, timecards, expenses and leave records are all kept, still attributed to them.
Yes. Every outstanding invitation for their email is revoked in the same step, because an open invite is access.
No. You would invite them again, which creates a new membership. Deactivate instead if you might need them back.
They are kept. If a submission was waiting on them as approver, that assignment is cleared so it can be routed to someone else.
They are clocked out at that moment, and a running timer is discarded.
No. The menu item is disabled on your own row. Use leave a workspace.
Yes. Both deactivating and removing free a seat immediately.

​
Troubleshooting

Pending invitations

Why an open invite is access.

Member record

Where the Access switch lives.

Change someone's role

Transfer ownership before you leave.

Remove portal access

Softer options for a client contact.

Offboard an employee

The full leaver checklist.

Seats and billing

Freeing a seat.