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Team Management Day-to-Day

Delete or restore a team user

Who can do this?

  • The Office Admin · Office Admins
  • The Boss · Business Owners
  • One-Person Show · Sole Traders

Overview

Delete a team user when they leave the business or no longer need access. The deleted user can no longer sign in, but the record is kept and can be restored from Document History — and every job, quote, invoice, or timesheet they touched remains attributed to them. Deleting a user is an MFA-gated action.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

MFA must be set up on your account — see Set up MFA. Check whether the user has any active shifts assigned to them; reassign those to another team member first to keep delivery on track. If you are deleting because you are at the seat cap and need a seat back, deleting reduces the active-user count by one.

Step-by-Step Process

Delete a team user

  1. In the left sidebar, select Users.
  2. Locate the user in the list.
  3. Complete the MFA prompt — deleting users is MFA-gated.
  4. Select Delete next to the user.
  5. Confirm the deletion. The user is removed from the active users list and can no longer sign in.

Restore a team user

  1. In the left sidebar, select Document History.
  2. Select Deleted Items at the top right of the page.
  3. Filter by Object = Users.
  4. Locate the deleted user — sort by Deleted Date (Newest) if it was a recent delete.
  5. Select the row, then select Restore.
  6. Confirm the restore in the pop-out. The user is restored and re-appears in the Users list. The user must reset their password via Forgot password if needed before signing in again.

What Happens Next

A deleted user disappears from the active Users list and stops counting against your seat cap. Their historical records — jobs, quotes, invoices, timesheets — remain attributed to them. A restored user is active again and counts as one seat. If you have hit the seat cap and a restore would push you over, MyApprentice will block the restore until you free a seat or upgrade the plan — see Review your subscription and billing.

Common Issues

  • User still has open shifts. Reassign the shifts before deleting — see Edit, reassign, or delete a shift.
  • Cannot delete the Business Owner. Only the Business Owner role can delete a Business Owner. Admin users cannot.
  • Restore blocked. If restoring would push your active users over the seat cap, MyApprentice blocks the restore. Free a seat or upgrade first.
  • User cannot sign back in after restore. Ask them to use Forgot password on the login screen, set a new password, and sign in again. MFA setup can be re-completed at first login if needed.
  • Want to free a seat without deleting. Delete is the only mechanism to free a seat. Historical records remain attributed to the user, and the record itself can be restored later from Document History.

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See this in other guide types

Quick StartInvite a Team MemberQuick StartChange a User's RoleQuick StartDelete or Restore a UserQuick StartAccept Your Invitation and Join the Business