Purpose
This article explains how to properly deactivate users in Damstra Forms when they leave the business or no longer require access, ensuring data integrity and license management.

When to deactivate a user
If a team member leaves the business or no longer uses Damstra Forms in their role, you should deactivate their account instead of reassigning it. Reusing an account by changing the name and email address can cause the new user to inherit the original user’s history and forms, which may lead to auditing issues.

Recommended action
To maintain accurate records and avoid compliance risks:

1. Go to: Admin Menu > Users > Edit User.
2. Set the user status to: Inactive.

This action removes the user from the active license count and preserves their historical data separately.

💡 See “What does Active mean?” for more details on user status.

Why this matters
Deactivating users instead of reassigning accounts ensures:

• Accurate audit trails
• Proper license usage
• Clean separation of user histories

You can then create a new user account for the incoming team member without affecting the previous user’s data.