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Understanding Whether to Deactivate or Delete a Weel User

  • Updated

Weel doesn't have a separate deactivate option for people you manage day to day. To fully remove someone's access, whether they've left the business or their temporary access has ended, delete their user record. This cancels their cards, removes them from budgets and approval rules, and revokes their login, while keeping their past transaction history intact.

How It Works

  • Active status reflects a person's identity verification (KYC), not their account access, and isn't affected by role, payment type, or budget changes.
  • Payment types control which products someone can use (Cards, Accounts Payable, Reimbursements); removing them stops access to those products, not the account itself.
  • Deleting a user fully removes their access: it revokes login, cancels cards, and reassigns pending approvals to a delegate or account owner, without notifying them.
  • Subscription cards stay active and reassign to a business admin when their holder is deleted, rather than being cancelled like other cards.
  • Re-inviting a deleted person restores their existing record and history, but resets their identity verification and requires you to reassign their role and payment types.
  • Temporary access (like an external auditor's) isn't time-limited automatically; give them a custom read-only role, then delete their record once they're done.

How to delete a user

  1. Log in to the Weel web app and go to User Management.
  2. Select the person you want to delete to open their details.
  3. Click the delete icon.
  4. Review the confirmation screen. It shows what will happen automatically, or what needs to change first if they can't be deleted yet.
  5. Click Delete user to confirm.

Good to know

  • Freezing a card (from the Cards page) temporarily blocks just that card and can be reversed at any time. It doesn't affect the person's account or other cards, unlike deleting a user.
  • You can't delete yourself or the account Owner. Deletion is also blocked if the person is a budget's sole approver, the only person holding a role named in an Approval Rule, or named directly as an approver in one, until you update that budget or rule.
  • User Management (editing or deleting someone) is currently only available in the Weel web app.

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