Deleting User

Insightly administrators can delete users or they can delete and replace user by replacing the deleted user with a new user. 

If you have a paid subscription and won't be adding a new user to replace the deleted user, reduce the number of users on your account to reduce your monthly subscription cost. You can learn more about managing subscriptions. No data will be lost. Users cannot delete themselves; the deleted user will continue to be associated with other records, such as completed tasks, emails, or closed projects.

When a user is deleted, the following will occur:

• Prevent the user from logging in.
• The contact record associated with the deleted user will display a warning:
  • Note: This contact record is for a deleted Insightly user so permissions and actions are limited.
• Reassign open items according to your selections in step 3 in the How to Delete a User section below.
• Deleted users will no longer appear in filters.
• Deleted users will still appear in: 
  • Lists 
  • Reports
  • Dashboards
  • Details tabs
  • Related tabs
• Deleted users will have (Deleted) following their name.
• The deleted user will appear in the Deleted Users list found in System Settings > User List.

How to Delete and Replace a User

1. Go to System Settings > User List.
2. Click the three-dot to the right of the user's name and select Delete and Replace User.
3.  There are 3 sections on the Delete and Replace User page:

• New Replacement User details 
  Users can create a new user in this section with First Name, Last Name, and Email as mandatory fields. Validation checks will prevent form submission if the email address already exists.

• Reassign Records from Deleted User
  If users wish to reassign records to a user, they can select from a list of existing users or choose "New Replacement User." In this scenario, the records will be assigned to the newly created replacement user. The new user will receive an invitation email and will utilize the existing user license from the deleted user.

• Delete and Replace User
  Users need to select the ‘Delete and Replace User’ button to complete the process of deleting a user and adding the new user to inheriting the existing user license from the deleted user.

How to Delete a User

1. Go to System Settings > Users.
2. Click the three-dot to the right of the user's name and select Delete User.
3. Reassign the records that the user is the owner of or responsible user for to other active users before they are deleted. All standard and custom objects that have records the user owns or is responsible for will appear as options for reassignment.
   
4. Click Reassign and Delete User.