How to Activate or Deactivate a User in Kylas CRM
Kylas CRM allows Admins and Super Admins to manage user activity status with ease. Activating or deactivating a user helps manage access control and ensures only authorized personnel can interact with CRM data at a given time.
Prerequisites
You are logged into your Kylas CRM account as an Admin or Super Admin.
You have access to CRM Settings and User Management.
Table of Contents
- What Does Activation/Deactivation Mean?
- When Should You Use It?
- Step-by-Step: Activate or Deactivate a User
- Use Cases
- Limitations
- Best Practices
What Does Activation/Deactivation Mean?
- Activating a user enables them to log in and access the CRM as per their assigned profile and permissions.
- Deactivating a user temporarily suspends their access to the CRM without deleting their account or historical data.
When Should You Use It?
- When an employee leaves the organization or changes roles
- During temporary leaves (e.g., long vacations, sabbaticals)
- While reassigning ownership of records
- To ensure license optimization and compliance
Step-by-Step: Activate or Deactivate a User
Step 1: Go to CRM Settings
Log in and click on CRM Settings from the left bottom corner
Step 2: Navigate to User Management
Go to User Management > Manage Users
Step 3: Select the User
Click on the name of the user whose status you want to change
Step 4: Use the Activation Toggle
In the top-right corner:
If the user is currently Active, the button will appear Red and say “Deactivate”
If the user is currently Inactive, the button will appear Blue and say “Activate”
Click the button to perform the action
Use Cases
Scenario | Action Required | Outcome |
Employee exits the organization | Deactivate | Prevents CRM access but keeps record history |
Temporarily pausing a contractor's role | Deactivate | Suspends access without removing license permanently |
New hire completes onboarding | Activate | Grants full CRM access as per profile permissions |
Reactivating user after leave | Activate | Restores all previous access and responsibilities |
Limitations
- Deactivated users cannot access CRM or receive notifications
- Records owned by deactivated users remain assigned unless reassigned manually
- Deactivation does not delete the user or free up the user license slot until explicitly removed
Outcome
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