All About Deactivating Users

Effectively managing user access is key to maintaining control over your corporate travel program, and ITILITE provides a straightforward way to deactivate users when their roles change or they leave the company. This ensures your platform remains secure and your travel policies are consistently applied.

Table of Contents

• Prerequisites
• Understanding User Deactivation
• The Deactivation Process
• Managing Approver Roles During Deactivation
• Important Considerations for Deactivation
• Pro-Tips & Guardrails
• Verification & FAQs

Prerequisites

To deactivate users, you need:

• Access to ITILITE with either the Primary Admin or Travel Admin role.

Understanding User Deactivation

Deactivating a user in ITILITE Travel immediately revokes their access to the platform, ensuring they are logged out and can no longer make bookings or manage travel-related activities. This is a crucial step for maintaining security and compliance when an employee's status changes within your organization. It helps you keep your user list current and your travel program aligned with your company's operational needs.

The Deactivation Process

As a Primary Admin or Travel Admin, you can efficiently manage user statuses through the User Management section of your ITILITE dashboard. Here, you can easily locate the specific user you wish to deactivate and update their status with a simple action. Once deactivated, the user is immediately logged out of the platform, and their access is removed.

Managing Approver Roles During Deactivation

When you deactivate a user who holds active approver roles, ITILITE intelligently prompts you to transfer these responsibilities to another active user. A pop-up will appear, allowing you to select a suitable replacement from your active user list. This proactive step ensures that your critical approval workflows remain uninterrupted, maintaining the smooth operation of your travel program.

All future approval notifications for the transferred roles will be directed to the newly assigned approver, ensuring timely responses. If a replacement is not explicitly chosen during this process, the system automatically assigns these approver responsibilities to the company's Primary Admin by default. This provides a reliable fallback, preventing any potential bottlenecks in your approval chain.

Important Considerations for Deactivation

To ensure a smooth transition and avoid any potential disruptions, keep these important points in mind when deactivating users:

• Platform Synchronization: While a user's access is immediately revoked, it may take a brief moment for their updated status to fully reflect across all parts of the platform. For instance, a deactivated approver's email ID might temporarily appear on approval rule pages or traveler dashboards until the system fully updates.
• Pending Approvals: If a deactivated user had pending approval requests before their deactivation, they might still be able to approve these specific requests via email. For critical approvals, it's a good practice to ensure they are handled or transferred proactively before deactivation.
• Ensuring Continuous Approvals: If a deactivated user was the sole approver in a particular tier for a pending trip, and they cannot be reached for email approval, the approval process for that trip could be temporarily blocked. Always ensure there's an active and accessible approver for all necessary approval tiers to maintain workflow continuity.

Pro-Tips & Guardrails

Verification & FAQs

After deactivating a user, you will typically see a confirmation message, such as a toast notification stating "User deactivated successfully." The user's status in the User Management table will also update from 'Active' to 'Inactive', or their status toggle will visibly switch off, confirming the change.