Deactivating a user affects data visibility and reporting differently across each 15Five feature. Data is retained on the backend by default and restores if the account is reactivated.
Key Rules
Engagement
- Survey responses from an active campaign are removed at deactivation.
- The user is excluded from response rate calculations.
- If reactivated (or manually set to "Yes"), previously completed responses restore. Incomplete surveys resume reminders per the campaign schedule.
Check-ins
- Past Check-ins remain visible to the user's direct manager at the time of deactivation and to others with hierarchy-based access, found under the Everyone's tab.
- Group-level and follower visibility no longer apply after deactivation.
- Check-ins reports run by non-managers will show the user as deactivated and will not display their Check-ins. Reports run by the former direct manager are not subject to this restriction.
1-on-1s
- All 1-on-1 agendas become inaccessible after deactivation, regardless of when they occurred.
- 1-on-1 activity is excluded from reporting after deactivation.
- Download or print agendas before deactivating to retain the content. A Global Viewer with 1-on-1 visibility can do this.
Best-Self Review®
- Historical review results remain visible to anyone who had access before deactivation.
- HR admins can download full review history after deactivation.
- If deactivated during an active review cycle:
- A submitted self review remains visible. - An unsubmitted self review is removed; the user is excluded from cycle statistics. - Reviews the user submitted about others remain visible. - Unsubmitted reviews assigned to the user are removed.
Objectives
- Objectives owned by the deactivated user remain visible but must be reassigned.
- Editing a Group or Company-wide objective owned by a deactivated user prompts owner reassignment before saving.
High Fives
- High Fives given by the deactivated user remain visible in the feed.
- High Fives received by the user remain visible, but their name tag is no longer clickable.
Feedback
- Completed feedback requests remain visible after deactivation.
- If feedback was shared with the requestor's manager, the manager retains access.
Common Misunderstanding
Data is not permanently deleted at deactivation. All user data is stored on the backend and restores fully if the account is reactivated. To retain data outside 15Five, download records before deactivating — most data will not be accessible in the UI after deactivation.
Related Articles
- Deactivate a user account
- Print or download a Check-in
- Print or download a 1-on-1 agenda
- Download my company's review results
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