Managing Your Seats / Users

Seats give managers and office users access to Workstaff’s management features. You can invite users and manage their access within your plan’s active seat limit.

Adding or removing a user does not automatically change your paid seat count or subscription charges. To increase or reduce your paid seats, go to Settings > Users and click talk to sales, or contact our team directly.

Adding a Seat

1. Go to Settings > Users.
2. Enter the new user’s first name, last name, and email address.
3. Click Invite.

If your active seat limit has been reached, the new user is created as inactive and cannot log in until a seat becomes available and their account is activated. Contact Customer Success if you need to increase your seat limit.

Removing a Seat

Only inactive users can be deleted. If the user is still active, first deactivate them and transfer their data and responsibilities to a successor.

1. Go to Settings > Users.
2. Find the user in Inactive Users.
3. Click Action next to the user’s name.
4. Select Delete.

Deleting an inactive user does not reduce the number of paid seats in your subscription. Contact our team to request a reduction.

Deactivating a Seat

Users can be temporarily deactivated when, for example, your business is seasonal. Inactive users cannot log in and do not count towards your seat limit.

When you deactivate a user, Workstaff requires you to select a successor. The user's data and responsibilities are transferred to that successor as part of the deactivation and cannot be left unassigned.

To deactivate a user, follow the steps to replace a user and transfer their data.

Replace a user and transfer their data

When someone leaves your organization, you can deactivate their account and transfer their data and responsibilities to a successor. The successor can be an existing active user, an existing inactive user, or a new user.

Choose or add the successor

The successor must appear in Settings > Users before you deactivate the departing user.

If the successor is already an active or inactive user, you do not need to create another account.

If the successor does not have a Workstaff account, add them as a new user:

1. Go to Settings > Users.
2. Enter the successor's first name, last name, and email address.
3. Click Invite.

If your active seat limit has been reached, Workstaff automatically creates the successor as an inactive user. Inactive users cannot log in and do not count toward your active seat limit.

Deactivate the departing user

1. In Settings > Users, find the user you want to replace.
2. Click Action.
3. Select Deactivate.
4. In the Choose a successor field, select the user who will take over their responsibilities.
5. Click Deactivate & Transfer.

The departing user immediately loses access to Workstaff, and their data and responsibilities are transferred to the successor. An active successor remains active. If the successor was inactive, Workstaff activates their seat as part of the transfer.