Deactivate a person's account

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...

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.


Deactivate a person's account

  1. Click the 'Settings' gear in the top right-hand corner of 15Five.
    Open_Settings.png
  2. Select 'People' from the dropdown menu.
    People.png
  3. 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 you want to deactivate.
    Manage-People-Search.png
  4. Click on a person's name to open their account settings.
    OpenAccountSettings.png
  5. Click Deactivate [Name]'s account in the top, right-hand corner of the page.
    DeactivateAccount.png
  6. Select Deactivate account.
    Deactivate-Account-Popup.png
    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:
    Reassign-Direct-Reports.png
  7. 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. 

Bulk deactivate multiple people's accounts

There are two options for bulk deactivating multiple people's accounts— either via the 'Manage people' page or via bulk import.

Manage People Bulk import
  1. Click on the Settings gear in the top, right-hand corner of your 15Five account.
    Open Settings.png
  2. Select 'People' from the dropdown menu.
    People.png
  3. 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.
    BulkDeactivate.png
  4. Select Deactivate accounts.
    Deactive-Bulk-Popup.png
    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:
    Reassign-Direct-Reports-Bulk.png
  5. 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. 

What happens when you deactivate a user: data impact and download options

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.

Check-ins

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.
EveryonesCheckins.png

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.

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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

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.

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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

Best-Self Review®

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

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

High fives given by the deactivated users will still be visible on the High Fives Feed.

Feedback

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.
Reporting

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.


Frequently Asked Questions (FAQs)

Does reactivating a person's account restore their data?

That said, we suggest downloading any user data you want for your records before deactivating a person's account. 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).

How can I permanently delete a person's information per GDPR requirements?

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.

How does deactivating accounts impact billing?

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.



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