Help Center / Contacts and CRM /
Deactivating and reactivating contacts
There are three ways to remove a contact from active use: deactivating, archiving, and deleting. Each one works differently and affects linked data in different ways.
Deactivating a contact
Deactivating removes a contact's ability to sign in to your workspace. Their status changes to Inactive, and their user account is unlinked. All of their existing data (projects, invoices, proposals, contracts, conversations, and files) stays exactly where it is.
To deactivate a contact:
- Open the contact's profile.
- Click the actions menu (three-dot icon).
- Click Deactivate.
- Confirm the action in the popup. The contact won't be notified.
After deactivating:
- The contact's status becomes Inactive.
- They can no longer sign in to your workspace.
- Their projects, invoices, proposals, contracts, conversations, and files remain unchanged.
- They still appear in your contact list with an Inactive badge.
Reactivating a contact
You can re-invite a deactivated contact to restore their access.
- Open the contact's profile.
- Click the actions menu (three-dot icon).
- Click Invite.
- Choose an email address and send the invitation.
Once they accept the invite, their status returns to Active and they can sign in again. All their previously linked data is still connected.
Archiving a contact
Archiving hides a contact from your default views without removing any data. It's useful when you've finished working with someone but want to keep their records.
- Open the contact's profile.
- Click the actions menu (three-dot icon).
- Click Archive contact.
- Confirm the action.
Archived contacts don't show up in your regular contact list. To see them, toggle Archived on in the toolbar. To unarchive, open the contact and click Unarchive contact from the actions menu.
Deleting a contact
Deleting permanently removes the contact from your workspace. Their linked data (projects, invoices, conversations) stays, but the contact record itself is gone.
- Open the contact's profile.
- Click the actions menu (three-dot icon).
- Click Delete contact.
- Confirm the action.
Which option to use
| Action | Signs in? | Visible in list? | Data kept? | Reversible? |
|---|---|---|---|---|
| Deactivate | No | Yes (Inactive badge) | Yes | Yes (re-invite) |
| Archive | Unchanged | Only with Archived toggle | Yes | Yes (unarchive) |
| Delete | No | No | Linked items stay, contact removed | No |
You can't deactivate or delete the workspace owner. You'll need the Delete permission on contacts to deactivate or delete, and the Edit permission to archive.
