This article is for administrators.
Overview
This article explains the differences between Locked, Inactive, and Deleted users in Recruiting. It also outlines licensing rules for Admin and Staffing users and clarifies what changes administrators can manage.
Understand locked, inactive, and deleted users
Understanding these user statuses helps you manage access, licenses, and reporting accurately.
Locked users
Locked users cannot log in to Recruiting. Other than login access, they function like any other user.
You can still:
- Assign them to jobs
- Add them to workflows
- Include them in system setup
A user is typically locked when you want to complete training before system access. For example, Support may lock all users for a new company until training is complete.
Inactive users
Inactivating a user is a soft delete and is almost always preferred to deleting a user.
When you inactivate a user:
- They no longer appear in user lists
- They cannot be selected for new jobs or assignments
- Existing system data is preserved
For example, when you create a job and select a hiring manager, the list includes only locked and unlocked users. Inactive users do not appear.
To inactivate a user, remove them from all active jobs and assignments first.
Deleted users
Deleting a user permanently removes them from the system.
When a user is deleted:
- Their comments remain visible on jobs and candidates
- They are no longer assigned to jobs
- They do not appear on reports
Deleted users cannot be restored.
Admin and Staffing User Licensing
- Your company can have an unlimited number of Standard Users in Recruiting.
- Admin and Staffing users are licensed roles. If your team needs to add more Admin or Staffing users, contact Recruiting Support.
Changes Administrators Can Manage
Admin or Staffing Users Leaving the Company
If an Admin or Staffing user leaves your company:
- Change the user status to Inactive from the user profile
- Reassign the user as a Standard User
This process frees the Admin or Staffing license so it can be reassigned.
Hiring Manager Changes
If a Hiring Manager approves multiple positions and you need to free an Admin or Staffing license:
- Remove the user from all positions where they are assigned as a Hiring Manager
- Then inactivate the user
Important: Approval Managers
If you change who the current Admin user is, and they are the approval manager for Job Approval or Offer Approval, you must update your Approval Managers. This ensures approvals continue to route correctly.
Refer to the Approval Manager articles for step-by-step instructions.
Related articles
- Reset a user password and unlock accounts in Recruiting
- Prevent Standard users from modifying job descriptions
- Allow Standard users to create jobs in Recruiting
- Add or remove licenses for administrators and Staffing users
- Stop users from seeing all candidates and job postings
- Define user types and permissions in Recruiting
Updated: May 27th, 2026 5509 views 0 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.