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Managing Your Seats / Users

Workstaff allows you to add or remove seats according to your needs. Seats are administrative/office users and anyone who needs access to Workstaff's management features. You can add or remove seats yourself at any time directly in Workstaff. Your monthly charges will be automatically adjusted and current month charges will be charged on a prorated basis.

Adding a Seat​

  • Go to the main section Settings, then go to the Users tab
  • Enter the first name, last name and email of the new user
  • Click on Invite.

Removing a Seat​

  • Go to the main Settings section, then go to the Users tab
  • Click on Delete next to the user's name.

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.