Deactivate. Open the team member's profile, select Edit Profile & Settings, open the Access tab, set Status to Inactive and select Save Changes. From that moment they cannot sign in on the web or the mobile app, they stop receiving mood alerts, and they no longer count toward your team member seats. Nothing is deleted: their notes, documents, participant assignments and history stay, and you can set them back to Active at any time.
Delete only a test entry, a duplicate, or someone added by mistake who never did any work. Deletion lives in the red Delete [name] section at the bottom of the General tab, is permanent, removes the notes, goals, messages and other records the person owns, and is refused when they have records Equip must keep.
Who can do this, and where
Web only, from Edit Profile & Settings on the team member's profile: the Access tab to deactivate, the General tab to delete.
Deactivating needs permission to edit team members: Super Admins, General Admins, and custom roles with the Team module at Supporter or Administrator. Only a Super Admin can deactivate a Super Admin.
Deleting needs the Delete permission on the Team module (the Administrator preset). A General Admin or custom role cannot delete a Super Admin or a person who belongs to more than one Equip account; a Super Admin can delete any team member except themselves.
Nobody can deactivate or delete themselves. The Access tab and the Delete section are not shown on your own profile.
Deactivate a team member
Select your profile photo or initials in the top-right corner, then Team Members.
Open the menu on the team member's row and select Edit Profile, or open their profile and select Edit Profile & Settings.
Select Access in the left-hand menu.
Under Status, choose Inactive.
Select Save Changes. The page shows "Access settings saved successfully!".
What changes:
Web sign-in is refused. Administrators see "Invalid email or password." and supporters see "Please download the Equip application to manage your account." Mobile sessions are signed out and the app cannot sign back in.
Mood alert subscriptions are removed and their personal calendar subscription is revoked.
Your subscription quantity is updated, and the person no longer counts as an active seat.
Their profile shows a red banner: "This user is inactive and cannot be edited. Click here to edit the their status." Only the General and Access tabs remain.
They disappear from the default Team Members view. Select Filter and choose Inactive under Status to see them.
Participant assignments, notes, documents, form responses and everything else they created are kept and still appear in reports.
Reactivate a team member
On Team Members, select Filter, choose Inactive under Status, and open the person's row menu, then Edit Profile. This opens their Access tab directly.
Set Status to Active and select Save Changes.
They can sign in again with their existing password or SSO. Check Web Access Enabled and Mobile Access Enabled on the same tab if they need either.
Delete a team member
Open the team member's profile and select Edit Profile & Settings. Stay on the General tab.
Scroll to the red Delete [name] section at the bottom.
If deletion is allowed, the section reads "If you delete this person, you will lose all data associated with them." Select Delete [name].
In the confirmation, read "Are you sure you want to delete this person? All of their data will be permanently removed from our servers forever. This action cannot be undone." and select Yes, Delete.
You are returned to the Team Members list and your subscription quantity is updated.
What deletion removes and keeps:
Removed: the person's login and profile, and the records they own such as their notes, goals, messages, todos, reports and device registrations.
Kept: calendar events they created are reassigned to the account owner rather than deleted.
Kept: records where they appear only as a reference. These are why deletion is refused (see below); Equip never deletes them.
Limits and what the errors mean
No Access tab, or no Delete section. You are on your own profile, the person is a Super Admin and you are not, or your role cannot edit (for the Access tab) or delete (for the Delete section) team members. The Delete section is also hidden when the person belongs to more than one Equip account.
"This person cannot be deleted because they have associated records that must be preserved. Please request deletion through support." Shown in the Delete section with a Request Deletion button that opens a support chat pre-filled with the person and account. Equip blocks the deletion because the team member has done at least one of these: approved or denied a form response, shared a form, created an Outfitter kit, recorded a discharge, holds pathway authorizations, created a pathway invoice, signed a goal, or is part of an account share or transfer request. Deactivate them instead unless the record really must go.
"This person cannot be deleted because they have associated records that must be preserved." The same rule, shown as an alert if a deletion is submitted anyway. Nothing was deleted.
Deletion cannot be undone. Equip cannot restore a deleted team member or their records. Deactivation can always be reversed.
The inactive person is still shown as assigned to participants. Deactivation keeps assignments so history stays intact. Reassign the participants to another supporter from the participant's Access tab or the participant list batch action.
Only one Super Admin? A Super Admin cannot deactivate or delete themselves. Set another active team member's role to Super Admin on their Access tab first, then have them deactivate or delete you.
FAQ
Should I delete a team member or set them inactive?
Set them inactive unless they are a test or duplicate entry with no history. Inactive ends their access immediately, frees their seat, and keeps their notes, assignments and everything they documented. Deletion is permanent and often refused because of records that must be kept.
Does setting someone inactive delete anything?
No. It turns off their access and removes them from mood alerts and calendar subscriptions. Their notes, documents, assignments and history stay, and reports still include them.
Does an inactive team member still cost a seat?
No. Equip updates your subscription when you save, and only active team members are counted.
Can an inactive team member sign in?
No. The web sign-in page refuses them, with "Invalid email or password." for administrators or "Please download the Equip application to manage your account." for supporters, and their mobile app is signed out. Set Status back to Active to restore access.
Why can I not find the inactive team member on the Team Members page?
The list opens filtered to Active and Pending. Select Filter, choose Inactive under Status, and the person appears with an Inactive badge.
Why do I see Request Deletion instead of Delete?
The team member has records Equip must keep, such as form responses they approved, discharges they recorded, goals they signed or pathway authorizations. Select Request Deletion to open a support chat with the details filled in and the Equip team will review it with you.
Can I deactivate or delete myself?
No. Neither control appears on your own profile. Ask another administrator to deactivate you or, for a test login, delete you. If you are the only Super Admin, make another active team member a Super Admin first.
Can a General Admin deactivate or delete a Super Admin?
No. Only a Super Admin can change another Super Admin's status or delete them, and deletion still needs the person to have no records that must be preserved.
What happens to a deleted team member's notes and events?
Notes, goals, messages and other records they own are deleted with them. Calendar events they created are kept and reassigned to the account owner.
The person is in another Equip account as well. Can I delete them?
Not from a General Admin or custom role: the Delete section is hidden for people who belong to more than one account. Deactivate them in your account, or ask Equip support if they must be deleted.
Related
What do the team member statuses Active, Inactive, Invited and Not Invited mean?
Assign participants to a supporter
Should I delete, discharge, or inactivate a participant?
What is the difference between a supporter, a team member, and an administrator?