It's easy to deactivate accounts of people who are no longer part of your organization or no longer using 15Five. Deactivating an individual removes them from future billing and removes their access to 15Five. You can read about what user data is retained or deleted upon their deactivation in the "What happens when you deactivate a user" section of this article.
In this article, you will learn...
- How to deactivate a person's account 🧑💻
- How to bulk deactivate multiple people's accounts 👥
- What happens when you deactivate a user ❌
- Related articles 📖
- Frequently Asked Questions (FAQs) ❓
Access and availability
⛔️ Required access to Manage people.
👥 This article is relevant to Account admins (can deactivate anyone's account) and Managers (can deactivate accounts for anyone in their hierarchy).
📦 This ability is available in all pricing packages.
Note
If your company uses SCIM or an Identify Provider to manage employee 15Five membership, you should remove employees via SCIM or in your IdP, rather than from within 15Five. Failure to do so may result in manually deactivated employees being reactivated in 15Five upon your next sync.
How to deactivate a person's account 🧑💻
- Click on the Settings gear in the top, right-hand corner of 15Five.
- Select 'People' from the dropdown menu.
- You'll land on the "Manage people" page. From here, use the filters or search bar at the top of the page to search for the person whose account(s) you want to deactivate.
- Click on a person's name to open their account settings.
- Click Deactivate [Name]'s account in the top, right-hand corner of the page.
- A popup will appear. Select the reason for deactivation, then click Deactivate account.
If the person whose account you're deactivating is a manager, you'll also be asked to select a person to take over management of their direct reports: - The person's account will move to the 'Deactivated' tab and they will no longer have access to 15Five. If you'd like to permanently delete user information, please reach out to our Support Team and they can give you the ability to PII delete this person's data.
How to deactivate multiple people's accounts 👥
There are two options for bulk deactivating multiple people's accounts— either via the "Manage people" page or using bulk import.
- Click on the Settings gear in the top, right-hand corner of 15Five.
- Select 'People' from the dropdown menu.
- You'll land on the "Manage people" page. To deactivate multiple people, check the boxes to the left of their names and use the 'Actions' button to deactivate them.
- A popup will appear. Select the reason for deactivation, then click Deactivate account.
If any of the people you're deactivating are managers, you'll also be asked to select someone to take over management of their direct reports: - Upon deactivation, these individuals will move to the 'Deactivated' tab and they will no longer have access to 15Five. If you'd like to permanently delete user information, please reach out to our Support Team and they can give you the ability to PII delete this person's data.
- Click on the Settings gear in the top, right-hand corner of 15Five.
- Select 'People' from the dropdown menu.
- Open the 'Import' tab in the top navigation bar.
- You are now on the bulk import page. From here, download your company's current employment structure by clicking the Download current structure button at the top of the page.
Tip
We suggest downloading one copy of your current structure to keep in a safe place for re-upload in case any unintended changes are made when you upload your CSV and downloading a second copy to edit. You can then upload the edited CSV.
- Create your bulk import CSV, including the following columns:
-
emailoremployee_id(depending on your company's selected Employee Identifier) -
is_active(type "false" for the individuals you're deactivating) - [Optional] To record employees' termination dates, include and populate the
termination_datecolumn
Tip
If you want to make other changes during your bulk import, please refer to our "Bulk import or update people" article for more information.
-
- Click Choose file at the bottom of the screen and find the CSV from your computer that you would like to import. Please note: the file must be in UTF-8 CSV format.
- A 'Preview import' screen will appear. Review the changes that will be made, then click Finish import at the bottom of the page.
- Depending on the size of your CSV, it may take up to 15 minutes for the import to complete. Once the import is complete, updates will be reflected in 15Five.
- Upon completion of the import, deactivated individuals will move to the 'Deactivated' tab and they will no longer have access to 15Five. If you'd like to permanently delete user information, please reach out to our Support Team and they can give you the ability to PII delete this person's data.
Tip
If you'd like to record the termination reason (i.e. terminated, left the position on their own, or still with the company but not using 15Five), follow the steps in our "Add termination data" article. Recording termination data can help you track regrettable turnover in your organization.
What happens when you deactivate a user? ❌
This section of the article will explain what happens to data associated with a deactivated user's account across various features within 15Five, as well as walk through options for downloading a person's data before deactivation.
A deactivated employee’s Check-ins are still visible to the person who was their direct manager at the time of deactivation, as well as anyone else who had visibility into their Check-ins through 15Five’s default hierarchy view. To view Check-ins for the deactivated individual, you will need to open the “Everyone’s” tab.
Past Check-ins for a deactivated employee are not visible to those who were able to see this employee’s Check-ins by way of group settings or as a follower of their Check-ins.
Note
Reporting on Check-ins follows the same logic as Check-in visibility, meaning that a deactivated employee’s Check-in data is only visible to the person who was their direct manager at the time of deactivation and anyone who had visibility into their Check-in through hierarchy visibility. If an account admin pulls a report for a timeframe during which the deactivated employee was active, the report will show them as deactivated, but not reflect the Check-ins submitted during that time frame. The report does appear correctly if pulled by the deactivated employee's former direct manager.
Help Center article 💡: Print or download a Check-in
1-on-1s that were held with a deactivated employee are no longer visible in 15Five. If you'd like to retain 1-on-1 agendas, we suggest having a Global Viewer with 1-on-1 visibility print or download 1-on-1 agendas beforehand.
Note
Since 1-on-1s are no longer visible in 15Five upon deactivation, regardless of the time frame, a deactivated individual's 1-on-1 usage will not be represented in 1-on-1s reporting.
Help Center article 💡: Print or download a 1-on-1 agenda
Upon deactivation, a person's historical review results will still be visible to people who originally had visibility into their review results.
HR admins can download a person's Best-Self Review® results history at any point, even after they're deactivated.
If a review cycle was active when the employee was deactivated, the visibility of reviews depends on whether or not they submitted their self review before deactivation. If they submitted their self review before they were deactivated, the review will remain visible. If they didn't, the deactivated individual would be removed from the cycle to not negatively influence statistics.
All reviews they submitted about others will remain visible, whereas unsubmitted reviews will be removed so as to not negatively influence statistics for the review cycle.
Help Center article 💡: Download my company's review results
Objectives owned by the deactivated employee will be visible still if they are Group or Company-wide objectives, or if they are child objectives under parent objectives owned by someone who is still active.
You will not be asked to assign a new owner to current and future Group and Company-wide objectives unless you open the objective for editing. In this case, you will be required to select a new owner for the objective before saving edits.
A person's individual objectives will no longer be visible upon deactivation.
High fives given by the deactivated users will still be visible on the High Fives Feed.
Completed feedback requests remain visible even after the feedback provider is deactivated.
- Example: If Michael completes a feedback request about Dwight, and Michael is deactivated after completing the feedback request, Dwight will still see Michael’s feedback post-deactivation.
If the feedback is shared with the manager of the requestor, it remains visible to the requestor’s manager.
- Example: Dwight requested feedback from Michael, and selected the option to share the feedback with their manager, Ryan. If Michael completes the feedback request, Ryan will maintain visibility into that submitted feedback, regardless of whether Dwight or Michael is deactivated.
For most features in 15Five, users who were active within the specified timeframe for the report will show in reporting, regardless of their current status. The reason for this is to produce historically accurate reporting. The two exceptions to this can be found above in the 1-on-1s and Check-ins sections.
Related articles 📖
- How does adding/removing people impact billing?
- Reactivate a person's account
- Use the "Manage people" page
- Add termination data to 15Five
Frequently Asked Questions (FAQs) ❓
Yes. By default, all user data will continue to be stored on the backend (so if the person is reactivated, their account can be reactivated with all data intact). However, we suggest downloading any user data you want for your records before deactivating a person's account since it will no longer be available in 15Five upon deactivation.
If you'd like to permanently delete user information, please reach out to our Support Team and they can give you the ability to PII delete a person's data.
When people are deactivated, your account will continue paying for their vacant seats for the remainder of your current contract. We aren't able to offer refunds or credits for people who are deactivated during your contract period. However, we fill vacant seats first before charging for additional seats if you add additional users to 15Five. For more information on Billing Terms and conditions, see this page.
Help Center article 💡: How does adding/removing people impact billing?