Deactivate staff access safely | Pixie CRM Help Centre
Canonical: https://pixiecrm.com/help-centre/deactivate-staff-access-safely
Publisher: Pixie Technologies LLC

How-to guide
Deactivate staff access safely

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Remove login access while preserving ownership history and reassigning active work.

Audience: Administrator; Feature: Staff; Permission-aware; 

Where to goSetup → Staff → Change Status

Before you startThe screen or action may be hidden when your role lacks permission, the related module is inactive, or a required setting has not been configured. Ask an administrator to review access rather than using another person’s account.

What this guide helps you do

Remove login access while preserving ownership history and reassigning active work. Pixie CRM keeps the result connected to the relevant customer (https://pixiecrm.com/help-centre/topic/customer), staff member and operational history where the feature supports those relationships. That connection is important for search, reporting, client portal (https://pixiecrm.com/help-centre/topic/client-portal) visibility and future automation.

Follow these steps

- Go to Setup → Staff → Change Status and select the relevant record or setup list.

- Use search, filters or status tabs to confirm you are working on the intended item.

- Check linked records, activity and permissions before changing status, ownership or visibility.

- Use the available edit, status, reorder, attach, copy or delete action as required.

- Complete any confirmation dialog carefully; destructive actions may be restricted when linked data exists.

- Check the updated state in the list and record view.

- Check (https://pixiecrm.com/help-centre/topic/check) downstream client portal (https://pixiecrm.com/help-centre/topic/client-portal), reporting or automation effects where applicable.

Settings to check

Name and email (https://pixiecrm.com/help-centre/topic/email)Check this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

RoleCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

DepartmentsCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

PermissionsCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

LanguageCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Active and authentication settingsCheck this value against the source record before saving. If the field is optional and no verified value is available, leave it blank rather than entering placeholder data.

Checks before you finish

- Apply least-privilege access.

- Use a unique email (https://pixiecrm.com/help-centre/topic/email) account.

- Reassign work before deactivation.

- Check (https://pixiecrm.com/help-centre/topic/check) whether the result should be visible to a customer contact (https://pixiecrm.com/help-centre/topic/customer) or only to staff.

- Confirm the final status, activity entry, generated document or notification (https://pixiecrm.com/help-centre/topic/notification) before leaving the record.

Permission and data safetyDeletion, refunds, signature clearing, module changes, payment (https://pixiecrm.com/help-centre/topic/payment) configuration and privacy actions can affect linked records or legal history. Use the least destructive action available and follow your organisation’s approval (https://pixiecrm.com/help-centre/topic/approval) process.

Browse connected topics:payment (https://pixiecrm.com/help-centre/topic/payment)check (https://pixiecrm.com/help-centre/topic/check)approval (https://pixiecrm.com/help-centre/topic/approval)client portal (https://pixiecrm.com/help-centre/topic/client-portal)notifications (https://pixiecrm.com/help-centre/topic/notification)email (https://pixiecrm.com/help-centre/topic/email)customers (https://pixiecrm.com/help-centre/topic/customer)leads (https://pixiecrm.com/help-centre/topic/lead)

Related guides

Assign and reassign leads (https://pixiecrm.com/help-centre/assign-and-reassign-leads)Review a staff member profile and activity (https://pixiecrm.com/help-centre/review-a-staff-member-profile-and-activity)Edit staff profile and status (https://pixiecrm.com/help-centre/edit-staff-profile-and-status)Create a staff account (https://pixiecrm.com/help-centre/create-a-staff-account)Configure staff two-factor authentication (https://pixiecrm.com/help-centre/configure-staff-two-factor-authentication)