Deleting Users
Administrators can permanently delete a user from their team. Unlike disabling — which temporarily locks an account but keeps it intact — deleting removes the member from the team for good, while still preserving the work history that references them.
Only Team Administrators can delete users.
What "Delete" Means
Deleting a user is designed to remove them from your team without erasing the record of what they did. When you delete a member:
- They are permanently removed from the team. They no longer appear in the Users list, in group listings, or in assignment and permission selectors.
- Their work history is preserved. Completed tasks, entered control values, comments, and activity that reference them continue to display their name correctly, so your audit trail stays intact.
- Their configuration is lost. Group memberships, role, and permission settings are not retained.
Because the member is removed from the team, they no longer occupy a seat in your team.
If you only want to temporarily revoke someone's access, mark them as inactive instead. Disabling is fully reversible and keeps their configuration; deleting is permanent and does not.
How to Delete a User
- Open Team Management and go to the Users tab.
- Find the user in the Users list.
- Click the red Delete (trash) button at the end of their row.
- Review the confirmation dialog and click Delete User to confirm, or Cancel to abort.
The Delete button does not appear on your own row — you cannot delete your own account.
Restrictions
CheckFlow prevents two deletions to protect your team:
- You cannot delete your own account. Ask another Administrator to delete you if required.
- You cannot delete the last active Administrator. Your team must always have at least one active Administrator.
If either applies, the deletion is blocked and an explanatory message is shown.
Re-Inviting a Deleted User
A deleted user can be invited back in the future using the same email address. When they are re-invited:
- Their preserved work history remains associated with them.
- They return as a fresh member — their previous group memberships, role, and permissions are not restored and must be set up again.
What Happens to Their Login
CheckFlow accounts can belong to more than one team, so deleting a user from your team does not necessarily delete their CheckFlow login entirely:
- If your team was their only active team, their CheckFlow login is removed completely. This frees their email address so it can be used to register a brand-new account in future.
- If they still belong to another active team, their login is kept so they retain access to that other team. They are simply removed from yours.
This is handled automatically — you do not need to do anything differently.
Single Sign-On (SSO) Teams
If your team uses Single Sign-On, the delete confirmation dialog displays an additional warning.
Deleting a user in CheckFlow does not revoke their access in your identity provider (IdP). If the user still exists and is enabled in your IdP, they will be automatically re-provisioned in CheckFlow the next time they sign in. To remove them for good, you must also disable or remove the user in your IdP (for example, Azure AD, Google, or Okta).
This warning only appears for teams that have an SSO identity provider configured.
Notifications
When you delete a user, all other Administrators receive an in-app notification that the user was deleted from the team. The Administrator who performed the deletion is not notified of their own action.
What Happens to Their Tasks and Their History
Their task assignments are removed. Every task assigned to the deleted user loses that assignment, and the tasks themselves remain in their checklists.
This is why offboarding tells you to reassign outstanding work before deleting someone rather than after: once the account is gone, so is the record of who the work was waiting on, and finding those tasks means going looking for whatever is now unassigned.
Deleting the last assignee of a restricted task does not strand it. The task becomes completable by anyone who can open the checklist — the restriction has nobody left to restrict it to, so it stops applying.
That is the safe outcome rather than the dangerous one: no checklist is left unfinishable. It is worth knowing, though, that the restriction disappears quietly. A task deliberately limited to particular people becomes open to everyone, and nothing announces it. If that restriction mattered, reassign the task rather than leaving it to fall open.
Their history is kept. Completed tasks, comments and activity feed entries stay attributed to them by name. Deleting the account does not anonymise what they did, so the record of who did what stays intact and reports remain accurate.
Delete vs Disable at a Glance
| Disable | Delete | |
|---|---|---|
| Reversible | Yes | No |
| Configuration (role, permissions, groups) | Preserved | Lost |
| Work history | Preserved | Preserved |
| Appears in team / group lists | Yes (inactive) | No |
| Can return later | Re-enable instantly | Re-invite as a fresh member |
| Best for | Temporary lockouts | Permanent removal |
A deleted account cannot be recovered — not by you, and not by support. If there is any chance the person will return, or any doubt at all, disable them instead. Disabling costs nothing: it does not consume a paid seat, and it can be undone in a click.
Related Pages
- Enabling & Disabling Users — the reversible alternative, which is usually what is wanted.
- Task Assignments — reassigning work before you delete someone.
- Roles & Permissions — why the last Administrator cannot be removed.