When users leave the company we want to remove their access to HubSpot. If we delete a user, their names are deleted from history. e.g. "User A created a Note" will no longer contain User A's name, but rather an internal number identifier, rendering it useless.
As such, when a user leaves, we have to keep their account open, though with a reset password. This means the user is still present in lists, autocompletes, etc. when using the product, which can be confusing and prone to errors for other employees.
Just like every other CRM on the market allows, it should be possible to "Disable" a HubsSpot user, retaining all history but removing the user from all lists and disallowing logins.
I also wanted to add that suspension/disabling is also very useful when you have freelancers who work on your project a few times a year (for example, a creative who works on designing marketing templates, etc). In this case, having the ability to suspend a user when they're done with a short project and then renable their account a few months later would save a lot of time (don't have to delete and recreate account/permissions) as well as allow for continuity in terms of ownership of assets.
Amazing to think that this basic functionality is still not present after 4 years! It is the basis of IT security, immediately deactivating the account of an employee who leaves the company. Yes it is possible to transfer tasks, contacts, etc., but as a system administrator I do not have the skills (even if I know very well where to click, but it's not my job to kno that task). In addition, as some mentions, we lose the history of who created things by deleting the user!
Please, it is more that as long as this function is in place!
I noticed within the last few days that you can actually choose "Deactivate User" from the edit menu in the Users page. Here is a link to the knowledgebase article:
@liberworm That feature looks new but the knowledgebase article you linked doesn't appear to really describe what it does. Seems like they might be adding the feature we've all been calling for in this thread but they haven't updated the documentation yet.
If any one actually tries to play around with the Deactive user command, I'd be curious to know how it goes.
I am not sure if this helps but you may have to remove the paid seats from a users profile before you can make them inactive. This is an assumption based on this note in the "Add and remove users" knowledgebase article: Please note: to remove a Sales HubStarter, Professional, or Service HubProfessional user from your HubSpot account, you must first remove their user's access to paid sales and service tools.
I just inquired with Hubspot support and it is in fact in beta testing with people opted in. Once they have finished testing they will deploy it to all products and update documentation and notifications. I think we have to wait just a bit longer. It's taken 4 years... so I guess we can wait longer.
Thanks for the feedback- we are currently in beta with user deactivation. This will be coming to all portals in the next week. I appreciate the patience everyone!
I will never understand HubSpot logic. We finally were given the ability to deactivate users of our account! Thank you.
HOWEVER - Why in the world would HubSpot send an email to the deactivated user letting them know "Your Administrator has revoked your access to [company]'s HubSpot account."? It's our account, not theirs. If we wanted to notfy them, it should be an option not a automated email. Administrator's limit employees accesses for a multitude of reasons, we don't always want them seeing that.
Thank you @michaelarroyo for noting that and email goes out. That is not something we would want. However I understand it may be there as a check to make sure someone is not accidently deactivated. @Flora Could this be given as a choice when an employee is deactivated? Yes, send the system message (and state the message text; Yes, I want to send a custom message (and give the option to create email in a popup/modal on same screen; or No, do not notify