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How to activate and deactivate a user

What active and inactive user means and how to change status for a user.

Updated over a week ago

How to manage user access and status

Control who can access your GetAccept account and when they get access. This article explains how to add users, manage their status, and control when they receive invitation emails.

Understanding user statuses

Users in your GetAccept account can have three different statuses:

Active users

  • What it means: The user has full access to your GetAccept account and can log in, send documents, and use all features

  • License impact: Takes up one user license

  • When to use: For team members who are actively using GetAccept

Pending users

  • What it means: The user has been added to your account but hasn't received or accepted their invitation email yet

  • License impact: Doesn't take up a user license until they become active

  • When to use: Perfect for preparing team rollouts - you can add users in advance and send invites when you're ready to go live

  • Important: For security reasons, pending users' contact details appear as **** in the system until they accept their invitation

Deactivated users

  • What it means: The user can no longer access your account or log in

  • License impact: Doesn't take up a user license

  • Document access: All their documents remain available to account administrators (signed documents are always preserved, even if the user is removed entirely)

  • When to use: For former team members or users who no longer need access

How to add a new user

  1. Navigate to your user management section

  2. Click "Add User"

  3. Enter the user's information

  4. Choose whether to send invitation email immediately:

    • Send invitation now: User receives email immediately and becomes pending until they accept

    • Don't send invitation: User is added as pending without receiving an email (great for preparing rollouts)

How to send invitations to pending users

If you added users without sending invitations, you can send them when you're ready:

  1. Find the pending user in your user list

  2. Click the three dots next to their name

  3. Select "Send Invitation"

  4. The user will receive their invitation email and can then activate their account

Pro tip: This workflow is perfect for large rollouts where you want to prepare all users in advance and then send invitations to everyone at once when you're ready to launch.

How to change a user's status

To activate a deactivated user

  1. Find the deactivated user in your user list

  2. Click the three dots next to their name

  3. Select "Activate"

  4. The user can now access your account again

To deactivate an active user

  1. Find the active user in your user list

  2. Click the three dots next to their name

  3. Select "Deactivate"

  4. The user will immediately lose access to your account

Important considerations

Protect your account access: Never deactivate the last administrator of your account. Before deactivating an admin, make sure another user has administrator privileges. Without an active admin, you won't be able to manage your account.

Security features: When users are in pending status, their personal information is protected and appears as **** for security reasons. This is normal and the information will be visible once they accept their invitation.

License management: Remember that only active users count toward your license limit. You can have as many pending or deactivated users as needed without affecting your subscription.

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