Activating & Deactivating Fieldworker Accounts
Keeping your roster clean has two direct pay-offs: dispatchers only see fieldworkers who are genuinely available. OctopusPro gives admins three fast ways to toggle a user’s status—List view, Profile, and Company Settings—while preserving every historical booking, invoice, and chat for audit purposes.
Ways to activate or deactivate a fieldworker
| Where you are | Click-path | Best-fit scenario |
|---|---|---|
| Fieldworkers list (roster) | Hover row → Status toggle –or– Filters ▸ Status = Active/Inactive; click toggle. |
Rapid on/off when a worker joins, leaves, or goes on leave. |
| Fieldworker profile | ⋮ Actions ▸ View Profile → header Status toggle.
|
You’re already viewing stats, so you can decide on retention before deactivating. |
| Company Settings | Settings ▸ Company Settings ▸ Users → search or role-filter → toggle Activate/Deactivate –or– ⋮ Actions ▸ Deactivate / Activate user.
|
HR bulk updates or when an admin needs to manage all user roles in one grid. |
Only users with “Admin” or another role that includes Manage Users permission can flip these toggles, following RBAC best practice.
What happens after a status change
- Jobs & Quotes – inactive fieldworkers disappear from the Find Availability panel and cannot be assigned new work. Existing completed bookings remain in all reports.
- Calendar & Filters – set the Fieldworker filter to Inactive or All to view historical jobs for that person.
- Reports – inactive users are still selectable in Fieldworker Booking Summary and other dashboards for KPI or payroll audits.
- Login rights – deactivated users can still sign in (read-only) to download invoices or tax records.
Subscription Billing & Inactive Fieldworkers
- Established Plan (per-user billing):
- Inactive accounts still incur charges. Every fieldworker slot—whether the user is active or not—counts toward your seat total.
- To stop billing, you must delete any fieldworker you no longer need. Deleting an account removes their seat but retains all historical data (bookings, invoices, messages) in your reports and audit logs.
- Unlimited Users Plan:
- You pay a flat fee for an unlimited number of user accounts.
- No action needed for inactive fieldworkers—feel free to leave their accounts intact for reporting, compliance, or reactivation later, with no additional per-user cost.
Subscription impact
| Plan | Billing logic |
|---|---|
| Start-up/Established (per-user pricing) | Inactive users still count toward your licence total. Delete the account—or upgrade—if you no longer need the data. |
| Unlimited / Corporate | Unlimited users; keep inactive profiles for historical KPIs without extra cost. |
Frequently asked questions
Will we lose history if we deactivate?
No. All bookings, invoices, messages, and ratings stay in the database and in analytics dashboards. Only the ability to accept new work is switched off.
Can a fieldworker deactivate themselves?
No. Only admins (or roles with Manage Users) can change status, preventing accidental lock-outs.
How do I reactivate a seasonal worker?
Flip the status toggle back to Active. They reappear in Availability checks and can accept jobs immediately—no need to resend onboarding links.
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