Deactivating and Removing Staff in Britixo?

Introduction

Sometimes a team member leaves the company, changes roles, or no longer needs access to Britixo CRM UK. In such cases, you can either deactivate their account (recommended for preserving data) or permanently delete it. Deactivation is best for maintaining historical records while preventing further access 🔒.

This article explains how to carry out both actions safely.

Step-by-Step: Deactivating or Removing a Staff Member

🚫 1. When to Deactivate Instead of Delete

• Deactivate if you want to keep their projects, tasks, invoices, and communication logs intact for future reference.
  
  

• Delete only if you are certain you will never need their historical data.
  
  

• Deleted staff records cannot be restored unless you have a backup.
  
  

🛠️ 2. Deactivating a Staff Member

1. Go to Setup ⚙️ → Staff.
   
   

2. Find the staff member in the list.
   
   

3. Click Edit ✏️ next to their name.
   
   

4. Untick the Active checkbox ✅.
   
   

5. Save your changes — the staff member will no longer be able to log in, but their data remains in the system.
   
   

🗑️ 3. Deleting a Staff Member

1. Go to Setup ⚙️ → Staff.
   
   

2. Click the Delete 🗑️ icon next to the staff member’s name.
   
   

3. Confirm the deletion when prompted.
   
   

4. Britixo will remove the user and all related login access, but their records in projects, invoices, and other modules may be reassigned to another staff member if required.
   
   

📌 4. Reassigning Work Before Removal

• Before deleting a staff member, ensure any open projects, tasks, or leads are reassigned to active team members.
  
  

• This avoids disruption to client work and ensures smooth handover.
  
  

🔐 5. Best Practices

• Always deactivate rather than delete unless you are sure.
  
  

• Keep a record of the date and reason for deactivation for audit purposes.
  
  

• If deleting, take a backup first in case you need old records.