When users leave your company or no longer need access to TruTrip, you can deactivate their account. This removes their ability to log in and prevents bookings from being made on their behalf.
Things to note before deactivating users
- Only Super Admins are allowed to deactivate users. If you do not have that role, contact us and we can share with you who in your company does.
- We recommend moving users to a policy that requires all travel to be approved if you are concerned about a user who you plan to deactivate but has travel outstanding.
- You can only deactivate users that have the "Traveller" role. If they are admins or managers, you will need to downgrade their role first. More about roles here.
- It's not possible to deactivate accounts for travellers that have an ongoing trip or outstanding booking that has not passed yet. You will need to cancel their bookings first.
1. How to deactivate a single user account
- From the main menu click Users.
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Look up the user you want to deactivate (make sure they have the "Traveller" role, or change their role to Traveller first). Click the three dots (⋮) on the right side of their name and select "Deactivate".
- Confirm the action. The user will no longer be able to log in, and bookings cannot be made on their behalf.
⚠️ Note: If the user has outstanding approval requests, you will need to approve or reject those bookings before deactivating the user.
What happens after deactivation
- The user cannot log in and bookings cannot be made on their behalf.
- The account can be reactivated at any time — click their name and select "Activate this user".
- Accounts cannot be permanently deleted. This protects data integrity and ensures your historical reports remain accurate.
2. How to deactivate multiple users at once (bulk)
Bulk deactivation lets you remove access for multiple users in one action, instead of deactivating them one by one.
- Go to Users.
- Select the users you want to deactivate using the checkboxes on the left. You can use the filters at the top to narrow down the list, or select all using the checkbox in the header row.
- Click "Deactivate" in the bulk action bar that appears above the user list.
- A confirmation modal will appear with a full summary of the action, including:
- How many users will be deactivated and lose access to the platform.
- How many users will be skipped (e.g. your own account — you cannot deactivate yourself).
- Any pending approval bookings that will be reassigned to you as the new approver, listed by user name and booking count.
- Review the summary carefully, then click "Deactivate" to confirm.
💡 Tip: Review the reassigned approvals list before confirming. Any open bookings that were assigned to a deactivated user will automatically be moved to you as the approver.
3. Reactivating a user account
- On the right side of the user row, click the three dots (⋮) — More options.
- Select "Reactivate this user". A confirmation box will appear — click it to restore their access.
The user will now appear under Active Users and can log in as usual.