Keep your data safe after deactivating or deleting a user from your Pipedrive account.

In Pipedrive, there are two ways to remove active users from your company account: 
<ul><li dir="ltr">Deactivating a user frees up the seat, allowing you to invite a new user or remove it from the subscription. Deactivating keeps the user’s personal data (like name and email) in the company account.</li><li dir="ltr">Deletion, on the other hand, completely deletes user details (like their name and email address) from the company account. This action can only be performed after deactivating a user.</li></ul>
Before deactivating a user, you’ll see a prompt with the data the user in question owns. We recommend reassigning the data if it’s still relevant.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Modal%20window.png" alt=""></figure>
Learn how to deactivate a user in <a href="https://support.pipedrive.com/article/how-can-i-deactivate-or-reactivate-a-user" target="_blank" rel="noreferrer noopener">this article</a>.
<div dir="ltr" class="support-note warning">Note: Deactivation and deletion of users are only available to users with account settings access. Before proceeding with user deactivation and deletion, note that these actions may impact created content and owned items associated with the user. We recommend reassigning the data before deactivating and deleting users.</div>
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<h2 style="text-align: justify">Deactivated users<a name="deactivated-users"></a></h2>
When a user is deactivated, the following changes to their data occur: 
User information
<ul><li>The deactivated user’s name, email, and profile picture remain in your company account, and you can access the deactivated user overview by navigating to <a href="https://app.pipedrive.com/settings/users" target="_blank" rel="noreferrer noopener">Manage users</a> &gt; Deactivated and (...) &gt; User overview on the right-hand side of the screen.</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Users%20and%20access.png" alt=""></figure>
Item ownership
<ul><li>Leads, deals, contacts, products, activities, projects, and project tasks remain under the deactivated user’s name unless the ownership is transferred</li></ul>
Notes and Files
<ul><li>Notes, comments and files remain under the deactivated user’s name </li></ul>
Emails
<ul><li>Email sync is automatically discontinued</li><li>Shared email templates created by the deactivated user and emails linked to entities remain in the deactivated user’s account</li><li>Private emails linked to entities are deleted after 30 days</li></ul>
Meeting scheduler
<ul><li>The public meeting scheduler link expires after user deactivation</li></ul>
Account syncs
<ul><li>Email sync, contact sync, calendar sync and Google Drive sync are automatically discontinued</li></ul>
Filters
<ul><li>Public filters created by deactivated users remain in the deactivated user’s account</li><li>Existing filter conditions with deactivated users are kept, but new ones can’t be created</li></ul>
Insights
<ul><li>Shared dashboards are automatically transferred to the first admin of the company account</li><li>Public links to dashboards created by the deactivated user are automatically disabled</li><li>Shared reports with other users in the company become inaccessible</li><li>Deactivated users are included in reports and goals if they were initially part of them</li><li>You can create new filters in Insights that include deactivated users as filter conditions</li></ul>
<div class="support-note success primary">Note: We recommend transferring report ownership before deactivating the user.</div>
LeadBooster add-on
<ul><li>Live Chat: the deactivated user is unassigned from chats, allowing other operators to take over</li><li>Chatbot: in the playbook editor, another user automatically replaces the deactivated user. We recommend reviewing the email address in the playbook editor, mainly if a custom email was previously used there.</li><li>Webforms: in the Webform saving preferences, another user automatically replaces the deactivated user. We recommend reviewing the email address in the saving preferences, mainly if a custom email was previously used there.</li></ul>
Smart Docs
<ul><li>Documents: to view and edit a document created by deactivated users, you need to access the cloud storage folder where the document is hosted (<a href="https://support.pipedrive.com/article/where-are-my-documents-stored" target="_blank" rel="noreferrer noopener">read more</a>)</li><li>Templates: to view and use Smart Docs templates created by deactivated users, the template owner must grant permission in Pipedrive before they’re deactivated. You’ll also need access to the cloud storage folder where the template is hosted.</li><li>eSignatures: you can access documents sent for signing by deactivated users as long as you have permission to view the deal in which it was created</li></ul>
DocuSign integration
<ul><li>You can access the documents that were sent for signing by deactivated users</li></ul>
Quickbooks integration
<ul><li> Invoices created by deactivated users are accessible if another user connects to Quickbooks</li></ul>
Campaigns
<ul><li>Scheduled campaigns created by a deactivated user will be sent as per the original schedule</li></ul>
<div dir="ltr" class="support-note success primary">Note: We recommend reviewing all automations responsible for triggering automated campaign sending if the user who created or with whom the automation is shared becomes deactivated. Further details about the behavior of automations can be found below.</div>
Automations
<ul><li>If the owner of an automation is deactivated, the automation will be deactivated. We recommend transferring any automation ownership with the trigger setting <code>Triggered by anyone</code>.</li><li>If an automation has the trigger setting <code>Triggered by selected users</code> and a user that triggers the automation is deactivated, the automation will continue to be active and won’t impact the rest of the users.</li><li>If the automation is set to trigger based on any user and one of the users is deactivated, the automation will continue to be active and the deactivated user will automatically be excluded from the automation</li></ul>
<div>Automatic assignment</div>
<ul><li>If a deactivated user is part of an assignment rule, the rule will continue to run but will fail when checking the user’s status. We recommend reviewing all active automatic assignment rules that include the deactivated user (<a href="https://support.pipedrive.com/article/automatic-assignment" target="_blank" rel="noreferrer noopener">read more</a>).</li></ul>
Marketplace apps
<ul><li>Installed apps by the deactivated user are automatically uninstalled</li><li>If the deactivated user had an admin role, then all shared Marketplace apps are uninstalled</li></ul>
Webhooks
<ul><li>Webhooks created by deactivated users are automatically deactivated</li></ul>
<hr>
<h2 style="text-align: justify">Deleted users<a name="deleted-users"></a></h2>
In addition to the above, when users are deleted, the following data is impacted:
User information
<ul><li>The user’s name, email and profile picture are removed from the company account. Displayed as <code>deleted user</code> or <code>deleted user, IDxxxxxxxx</code>.</li></ul>
Content ownership
<ul><li>Leads, deals, contacts, products, activities, projects, and project tasks remain, still assigned to the deleted user unless ownership is transferred before user deletion.</li></ul>
Filtering
<ul><li>Deleted users can’t be filtered. Ownership transfer is recommended before deletion.</li></ul>
<div class="support-note success primary">Note: Only deactivated users can be deleted from the company account. </div>

What happens with the data when a user is deactivated or deleted?

deactivated-users

Deactivated users

deleted-users

Deleted users

Pipedrive's Global User Management gives you control over the access rights that users have, under five specific categories: Deals app, Projects app, Campaigns app, Global Permissions, and Account Settings.
<hr>
<h2>
<a name="access-rights"></a>Access rights</h2>
To view the access rights of users in your account, go to Company Settings &gt; <a href="https://app.pipedrive.com/settings/users" target="_blank" rel="noreferrer noopener">Manage Users</a> and, to the right of each user's name, you will see five subheaders representing each category.
The access rights for each category are the following:
<ul><li><img src="https://kb-cms.pipedriveassets.com/adminaccess.png" alt=""> – Admin access</li><li><img src="https://kb-cms.pipedriveassets.com/access.png" alt=""> – Regular user access</li><li><img src="https://kb-cms.pipedriveassets.com/noaccess.png" alt=""> – No access</li></ul>
To change access for a user, click on “..." to the far right of the user, then select Edit access rights.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-15%20at%2015.22.02.png" alt=""></figure>
This will open up the Access rights panel, where you will see the options you have for assigning access or editing permissions. 
You can click on the blue check boxes to give access, or use the available drop-down menu to edit the existing permissions: <figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-11-13%20at%2016.15.40.png" alt=""></figure>

Once you have made your desired changes, click the green Edit button at the bottom of the panel and Confirm the changes.
<hr>
<h2 style="text-align: justify"><a name="deals-app"></a>Deals app</h2>
Deals access allows you to use Pipedrive’s core sales functionality.
By having access to deals, you’ll have access to your pipeline, leads, deals, contacts and all related features. Within deals, users are assigned visibility groups and permission sets to control what they can see and do in the account.
Deals access requires a paid seat in your account. Any user added with deals access will be assigned a <a href="https://support.pipedrive.com/hc/en/articles/360000309478-Permission-Sets" target="_blank" rel="noreferrer noopener">permission set</a> and <a href="https://support.pipedrive.com/hc/en/articles/360000309498-Visibility-Groups" target="_blank" rel="noreferrer noopener">visibility group</a>. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-07-11%20at%2012.00.17.png" alt=""></figure>
Users with deals access will have access to our deals section with the pipeline, as well as our <a href="https://support.pipedrive.com/hc/en/articles/360001998358-Leads-Inbox" target="_blank" rel="noreferrer noopener">Leads Inbox</a>. 
<hr>
<h2 style="text-align: justify">Projects app<a name="projects-app"></a></h2>
This category grants access to <a href="https://support.pipedrive.com/article/projects-by-pipedrive" target="_blank" rel="noreferrer noopener">project management</a> features and their data. This category requires Deals app access enabled. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-07-11%20at%2012.03.50.png" alt=""></figure>
<div class="support-note success primary">Note: Project management is currently free to test in beta to a closed group of users and will be released to more users at a later date. After the beta period ends it will require an additional subscription.</div>
<hr>
<h2>Campaigns app<a name="campaigns-app"></a></h2>
Allow your users to send stunning email campaigns by enabling access to this feature. This category requires Deals app access enabled. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-07-11%20at%2012.06.07.png" alt=""></figure>
<div class="support-note success primary">Note: <a href="https://support.pipedrive.com/article/campaigns-by-pipedrive" target="_blank" rel="noreferrer noopener">Campaigns</a> by Pipedrive is available as a paid add-on.</div>
<hr>
<h2>Global permissions<a name="global-permissions"></a></h2>
This category grants permission to the rest of the shared functionalities (such as contacts, <a href="https://support.pipedrive.com/article/insights-feature" target="_blank" rel="noreferrer noopener">Insights</a>, <a href="https://support.pipedrive.com/article/activities" target="_blank" rel="noreferrer noopener">activities</a>, <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">workflow automations</a>, <a href="https://support.pipedrive.com/article/importing-data-into-pipedrive-with-spreadsheets" target="_blank" rel="noreferrer noopener">importing</a>, etc.) to enhance the cross-product experience. 
Global permissions are automatically applied if the user selected has access to at least one app.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-07-11%20at%2012.15.41.png" alt=""></figure>
<hr>
<h2>
<a name="account-settings"></a>Account settings
</h2>
Account settings access rights give you the ability to view and edit your company billing details, security settings, company settings, user management and personal settings. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-07-11%20at%2012.17.07.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary">Note: Users with account settings only will not have access to deals, so they will not see deals, leads, pipelines and other core features of Pipedrive in the web app and won’t be able to login to the mobile app.</div>
If the deals access is not enabled, the account settings user will have a free seat in the account. 
If you would like to assign deals access to a user with account settings access, you can do so by enabling both access types for that user. Please be aware that, as you’re adding deals access, you’ll be adding a seat to your subscription.

Global User Management

access-rights

Access rights

deals-app

Deals app

projects-app

Projects app

campaigns-app

Campaigns app

global-permissions

Global permissions

account-settings

Account settings

Normally, there are two user types in Pipedrive: regular and admin. With our Professional, Power and Enterprise plans, you can create additional, custom <a href="https://support.pipedrive.com/article/permission-sets" target="_blank" rel="noreferrer noopener">permission sets</a>.
Altogether, permissions consist of five sections:
<ul><li dir="ltr">Deals app</li><li dir="ltr">Campaigns app</li><li dir="ltr">Projects app</li><li dir="ltr">Global permissions</li></ul>
Note the differences between admin and regular permission sets for the Deals, Campaigns and Global permissions:
<ul><li dir="ltr">You can assign regular permission sets to users within the app to restrict certain actions.</li><li dir="ltr">An admin can access all permissions and data.</li></ul>
Projects and account settings access don’t have regular permission sets. This means that users either have access to their functionalities or they don’t. <figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202023-10-10%20at%2018.28.30.png" alt=""></figure>


<div class="support-note success primary">Note: Learn more about user management in <a href="https://support.pipedrive.com/article/global-user-management" target="_blank" rel="noreferrer noopener">this article</a>. </div>

What types of users can I have in Pipedrive?

<div dir="ltr" class="support-note success primary">Note: You must be an account settings admin in order to purchase and assign Projects seats. </div>
If you have added the <a href="https://support.pipedrive.com/article/projects-by-pipedrive" target="_blank" rel="noreferrer noopener">Projects feature</a> and want to control user access to it, follow the below instructions:
Start by navigating to Settings &gt; Manage users &gt; <a href="https://app.pipedrive.com/settings/users" target="_blank" rel="noreferrer noopener">Users and access.</a>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Annotation%20on%202022-09-13%20at%2008-43-39.png" alt=""></figure>
From the users list, click on the “...” on the right-hand side of the user’s name, then select "Edit access rights". If the feature is active on your account, you'll see a box to check for Projects. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:900px;"><img src="https://kb-cms.pipedriveassets.com/Annotation%20on%202022-09-13%20at%2008-51-26.png" width="900" height="313" alt=""></figure>
In order to give a user access to Projects, they must have access to deals in their user management permissions. If they don't, the following notification will pop up: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-03-23%20at%2011.30.13%20AM.png" alt=""></figure>

How can I enable or disable the Projects feature for users?

With the pipeline visibility feature, you can decide which pipelines your users can see and, by extension, which data they have access to.
<hr>
<h2 dir="ltr" style="text-align: justify">Setting up pipeline visibility<a name="setting-up-pipeline-visibility"></a></h2>
<div dir="ltr" class="support-note success primary">Note: Users with deals admin or account settings admin permissions still have access to all pipelines, regardless of restriction.</div>
Go to Manage users &gt; <a href="https://app.pipedrive.com/settings/visibility-groups">Visibility groups</a> and select the grid under Deals.<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202024-02-08%20at%2016-03-02.gif" alt=""></figure>

You can choose which pipelines your visibility group can access by checking or unchecking their corresponding boxes, then clicking “Save.”
<div dir="ltr" class="support-note success primary">Note: If you’re on an essential or advanced plan, you only have one default visibility group, so these changes will apply to every non-admin user.</div>
After confirming your choice, you’ll see a preview of the changes:<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-08%20at%2016.03.34.png" alt=""></figure>

If you have your pipeline visibility limited, the blocked pipelines will disappear from the drop-down view when viewing pipelines. 
You won’t be able to access deals from these pipelines, and they won’t appear in list views or search and filter results.
<div dir="ltr" class="support-note success primary">Note: All users must have at least one pipeline visible.</div>
<hr>
<h2 dir="ltr" style="text-align: justify">Filtering<a name="filtering"></a></h2>
A new filter condition will appear in the deals app when using the pipeline visibility feature, showing whether a user has a deal they own in a pipeline they can no longer access.
To see these deals, select Deal &gt; Owner &gt; is restricted from pipeline.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/pipeline%20vis%20edit.jpg" alt=""></figure>
<div dir="ltr" class="support-note success primary">Note: This filter won’t make these deals visible to users without pipeline visibility.</div>

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