When a team member moves on from your business or their role changes, it's important to update their access to your Helcim account promptly. This keeps your account secure and ensures only current, authorized personnel can access your business information and payment tools.
This article will show you how to deactivate or delete an employee from your Helcim account.
In this article
Deactivating vs. deleting an employee: what's the difference?
When removing an employee's access, you have two main options: deactivating or deleting their profile.
Deactivating an employee: This temporarily suspends their login access. Their profile remains in the system, and you can reactivate it later if needed (for example, if they return from a leave of absence). This is often a good first step if you're unsure if the removal is permanent.
Deleting an employee: This permanently removes the employee's profile and their ability to log in. This action cannot be undone.
Choose the option that best suits your situation.
How to deactivate an employee
If you want to temporarily suspend an employee's access, follow these steps:
Open the All Tools menu, then select Employees.
Find the employee you wish to deactivate in the list and click on their name to open their profile.
In the employee's profile, click on the Actions button in the top right corner.
From the dropdown menu, select Deactivate Employee.
A confirmation prompt may appear. Confirm that you want to deactivate the employee.
The employee’s status will now be ‘Disabled’, and they will no longer be able to log in.
How to delete an employee
If you need to permanently remove an employee and their access, here’s how:
Go to All Tools and then click on Employees.
Select the employee you want to permanently remove by clicking on their name.
Click the Actions button in their profile.
Choose Delete Employee from the dropdown menu.
You'll be asked to confirm this action, as deleting an employee is permanent. Confirm your choice.
The employee’s profile will then be removed from your active employee list.
Important things to remember
Administrator accounts: An Administrator cannot delete another Administrator's account. If you need to remove an Administrator, please contact Helcim support for assistance.
Impact on records: Deactivating or deleting an employee typically does not remove their past transaction history or activities from your records. These details remain for reporting and auditing purposes.
Team communication: Ensure the employee is aware their access is being removed, especially if it's part of an offboarding process.
Next steps
After removing an employee, you might need to:
Add another employee if you're hiring a replacement.
Review and understand default employee roles and permissions if you're rethinking how your team uses Helcim.
FAQs
What’s the main difference between deactivating and deleting an employee?
Deactivating is temporary and reversible; their profile remains, but login is blocked. Deleting is permanent; their profile is removed and cannot be easily recovered.
Can I reactivate an employee after I’ve deactivated them?
Yes, you can reactivate a deactivated employee.
Find their profile from your employee list (it will have a ‘Disabled’ status).
Click on their employee listing.
Select the Actions menu and then Activate Employee.