Removing someone from your account is two separate jobs: mark the user inactive so they lose access, then remove the seat license so you stop paying for it. Doing only the first still leaves the seat on your bill.
Before you start: You need Account Admin permissions. Seat changes must be made before your renewal date to affect your next payment.
Note: Users can't be permanently deleted. Marking them inactive keeps their historical data and activity records intact.
Step 1: Mark the User Inactive
- Click Settings in the lower-left corner.
- In the General tab, select Users.
- Click Active users.
- Find the user, click the three dots, then Mark Inactive.
- (Optional) Reassign their data to another user. You can skip this and do it later from the Inactive users tab.
- Follow the prompts, then continue to Step 2 to remove the seat.
Step 2: Remove the Seat License
Marking a user inactive frees the seat, but the seat stays on your subscription until you reduce your license count.
- Click Settings.
- Select the Billing tab.
- Click Update Your Subscription.
- Update your License Count.
- Click Continue to Add-ons.
- Click Continue to Payment Details.
- Add your payment method and click Pay Now.
Important: All changes must be made before your renewal date to be reflected on your next payment. Unused seat licenses keep being charged until you remove them.
What Happens to Their Data?
No data is lost when you deactivate a user.
What happens
Reassign now or later
Reassign their records when you mark them inactive, or later from Inactive users in Settings > General > Users
Completed activities
Past activities, completed tasks, and events stay listed under the deactivated user's name
Open items
Outstanding tasks, events, deals, and other active records move to the user you reassign to
If you don't reassign
Data stays as-is. You can still find it by filtering list views to include inactive users
Common Questions
Can I reactivate someone later? Yes — find them on the Inactive users tab. Reactivating them uses a seat, so you may need to add a license back first.
Does removing a seat refund me? Changes apply to your next payment. Removing a seat mid-term doesn't refund the current period, so make changes before your renewal date.
Only admins can adjust seat licenses. If you can't see the Billing tab, you don't have Account Admin permissions.
Need help? Contact support at customercare@pipelinecrm.com.