Managing team member access

When someone leaves, or goes on long-term leave, you can switch off their access to your workspace without deleting anything. Their account stays, along with every time entry, task and booking they've ever made, so your reports and project history stay intact.

This article covers deactivating and reactivating people, and, if you've connected BambooHR, handling joiners and leavers from there too.

Who can do this

You need to be the team owner or have the admin role.

If you can't see the ⋮ menu next to people in Workspace settings → Members, you don't have the right role. Ask your team owner.

Deactivating a team member

1. Go to Workspace settings → Members.
2. Find the person and click the ⋮ menu at the end of their row.
3. Click Deactivate.
4. Confirm.

Their row dims and shows an Inactive badge. They can't reach your workspace from that moment.

Note: You can't deactivate the workspace owner. There'd be nobody left who could undo it. If ownership needs to move, transfer it first.

You also can't deactivate or reactivate yourself. Ask another owner or admin.

Deactivating an admin removes their admin access too. They can't open any workspace settings, so they can't switch their own access back on.

Deactivate or remove: which to use

Both are on the same menu and they do different things.

Deactivate when someone's gone but you want their record close to hand, or when they might come back.

Remove when they were added by mistake, or you want them off the list entirely.

If you're unsure, deactivate. It's reversible.

Reactivating someone

1. Go to Workspace settings → Members.
2. Find them, click the ⋮ menu.
3. Click Reactivate.

They get access back immediately, with everything as they left it. Their role and permissions are unchanged.

What a deactivated person can and can't do

They can't:

• Sign in to your workspace

• Reach anything in it, including by a direct link they'd saved

• Switch to it from the workspace picker, if they belong to more than one

• Open any of its settings, even if they had the admin role

• Be assigned to tasks or bookings

• Appear in reports, on the resource calendar, or in people pickers

• Receive notifications from your workspace

What stays:

• Their account and profile

• Every time entry, task, note and booking they made

• Their contribution to past reports and project history

Important: Deactivating affects your workspace only. If that person also belongs to another team in Rofinery, perhaps a contractor working with two agencies, they carry on working there as normal. They just can't reach yours.

Someone deactivated on every workspace they belong to can't sign in to Rofinery at all, and gets a message telling them to contact their administrator.

People who've left BambooHR

Note: This section only appears if your team has connected BambooHR. See Setting up BambooHR in Rofinery.

Below your team list, No longer in BambooHR lists anyone who has a Rofinery account but has stopped appearing in BambooHR.

For each person you can:

• Deactivate: switch off their Rofinery access, exactly as above

• Dismiss: leave their access alone and stop showing them here

Rofinery never deactivates anyone automatically, and that's deliberate.

Important: BambooHR doesn't tell us someone has left. It simply stops listing them. That usually means they've left, but it can also mean their record was hidden from the account Rofinery connects with, or that BambooHR permissions changed.

Because those look identical from Rofinery's side, the decision is always yours. Check before you deactivate.

If a lot of people vanish from BambooHR at once, Rofinery treats it as a permissions problem rather than a wave of resignations, and lists nobody. You'll get an email about the connection instead.

Creating team members from BambooHR

Note: This section only appears if your team has connected BambooHR.

In BambooHR, not in Rofinery lists people who are in BambooHR but have no Rofinery account. Their time off is skipped until they have one.

1. Search or scroll to find the people you want.
2. Click Add next to each. Click Remove to take one off the list again.
3. Decide whether to tick Send invitation email now.
4. Click Create team members.

Their name and email come across from BambooHR, so there's nothing to retype and no risk of a typo in an email address. They're also linked to their BambooHR record automatically, so their time off starts syncing straight away.

Leave the invitation unticked if you want to set up availability, rates and permissions before anyone gets an email. They'll appear in your pending list, and you can send the invitation whenever you're ready.

Tick it and they get their invitation immediately.

New people are created with the contributor role. Change it from their row in the team list if they need more.

Limits and constraints

The workspace owner can't be deactivated. Transfer ownership first if you need to.

You can't deactivate or reactivate your own account. Another owner or admin has to do it.

Deactivating is per workspace. It doesn't affect any other team the person belongs to.

Nothing is deleted. Deactivating and removing both keep the account and all its history. Neither is a way to delete someone's data.

People with no work email in BambooHR can't be created from that panel. They're shown but not selectable. Add them manually with Add team member instead.

People who've left BambooHR aren't offered for creation. Only people currently in the directory appear in the creation list.

Troubleshooting

• No Deactivate option in the menu. You're either looking at your own row, which shows Edit and Leave instead, or you don't have the admin role.

• You can't deactivate someone. Check they're not the workspace owner, and that you're not trying to do it to yourself. Those are the only two cases that are blocked.

• A deactivated admin says they can still get in. They can't reach your workspace, but if they belong to another one they can still sign in and work there. Ask which workspace they're seeing.

• A deactivated person can still sign in to Rofinery. That's expected if they belong to another workspace. They can sign in, but they can't reach yours.

• Someone deactivated still shows in an old report. Reports exclude deactivated people from now on, but their historical time entries stay, which is usually what you want for past periods.

• The BambooHR panels aren't showing. They only appear once BambooHR is connected and the mapping confirmed. Check Workspace settings → Integrations → BambooHR.

• Someone you created didn't get their invitation. Check whether Send invitation email now was ticked. If not, they're in your pending list and you can send it from there.

• A new person's time off isn't syncing. They should have been linked automatically. Check Match people on the BambooHR settings page and link them by hand if not.