Delete or Restore a User

Who this guide is for

Business Owners. Admin users can also delete other users — they cannot delete the Business Owner.

Overview

Delete a user when they leave the business, and restore a deleted user when they return or were deleted by mistake.

A note on the term “Delete”: MyApprentice’s Delete button is a soft delete — the user record is kept (in Document History) and can be restored at any time. Historical jobs, timesheets, quotes, and invoices stay attributed to the user, which preserves your audit trail.

Before you start

MFA must be set up on your account — deletion is MFA-gated. Reassign any active or upcoming shifts from this user first — see Schedule a shift. Deleting a user does not remove their shifts from the schedule; the shift card will still show their name. Historical records (timesheets, completed jobs, quotes, invoices) remain attributed to the deleted user — this is expected and preserves your audit trail. Deletion frees one seat; restoring a user requires a free seat available.

Steps

Delete a user

1. In the left sidebar, select Users.
2. Locate the user and select Delete next to their row.
3. Complete the MFA prompt.
4. Confirm the deletion in the prompt.

Restore a user

1. In the left sidebar, select Document History.
2. Select Deleted Items in the top right.
3. Open the Object filter and select Users.
4. Search by name and select the user’s row.
5. Select Restore. A confirmation pop-out appears — “Restore [username]? It will reappear in standard application screens.” — select Restore to confirm.

What happens next

A deleted user can no longer sign in and stops counting against your seat cap. Their historical records remain attributed to them. A restored user reappears in the Users list and counts as one seat — they may need to use Forgot password before signing in again.

Related guides

Invite a team member, Change a User’s Role, Review your subscription and billing.