Should I deactivate or delete a user, and what happens to their data?

Short answer: Deactivate a user who has left or might return. Their data stays and you can reactivate them later. Delete only when you're sure, because deletion is permanent and removes their data.

Why it happens

• A deactivated user is suspended. Their license is freed and they stay in the flows they belong to. Kissflow keeps their data, but only temporarily, so don't treat deactivation as long-term storage.
• A deleted user is removed from the account and from all associated flows. Their data can't be retrieved, and they can only come back as a new user.
• All current users are in the system Everyone group. You can't edit this group or remove users from it.

How to fix it

To deactivate a user:

1. Go to Account administration > User management.
2. If the user is a Super Admin or another account admin, change their role to User first.
3. Select the checkbox beside the user and click Deactivate.
4. Reassign the items they were working on. Use My items > Admin actions > Item reassignment, or the process Administration section.
5. If they were a Flow Admin, a Super Admin must pick a new one.

To delete a user:

1. Reassign their pending items first.
2. If the user is an account admin, change their role to User. Admins can't be deleted directly.
3. Export user data if you need a record.
4. Select the user and click Delete users.

See adding and managing users and group management.