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⭕ Overview
In Vincere, managing user access is essential to maintaining system integrity and license control. Whether a team member has left or needs temporary access revoked, you have three main options:
Deactivate the user.
Delete the user.
Reset their password.
These actions can be performed via Settings and clicking on User Management.
⭕ Key Options to Manage Users
1. Deactivate a User (Recommended)
Steps to Deactivate:
Go to Settings, click on User Management.
Select the user(s) you want to deactivate.
Click Actions and click Deactivate.
What happens when you deactivate a user:
The user loses access to Vincere immediately.
All records remain under their name for easy tracking and reassignment.
The user's data is retained in the Intelligence Suite.
You can reactivate the user anytime.
All API connections authenticated with this user's login will be disconnected.
License/seat charges remain unless you contact support or your Account Manager.
🛑 Important: Deactivation does not remove the license fee. Contact your Account Manager or submit a support ticket to request license removal.
2. Delete a User
Steps to Delete:
Go to Settings, and click User Management.
Select the user(s), then click Actions and hit Delete.
You'll be prompted to transfer ownership of any active Distribution Lists or Talent Pools.
What happens when you delete a user:
The user’s historical activity (e.g., placements, notes, records) is removed from analytics.
You must transfer any owned lists before deletion or they will be permanently lost.
API connections will be disconnected.
The user cannot be recovered after deletion.
Their seat/license can be assigned to a new user.
🛑 Warning: This action is irreversible. Deleted entity lists that aren’t reallocated will be permanently lost.
3. Reset a User’s Password
If a user is locked out or forgot their password, you can:
Go to Settings, click User Management.
Select the user.
Click Actions, then click Reset Password.
A reset email will be sent to the user immediately.
Á a user, you can also reset one of your passwords by checking our help article Reset Your Password.
⭕ Viewing and Reactivating Inactive Users
All deactivated users appear under the Inactive Users tab.
To reactivate a user:
Go to User Management, click on Show inactive users (located under the Add new user button).
Tick the box beside the user's name.
Click Re-activate.
The user will be moved back to your Active Users list.
🛑 Note: If reactivation fails, you may have used all your available licenses/seats.
🤩 Best Practices
Always deactivate instead of deleting unless you’re certain you don’t need the user’s history.
Double-check API connections before deactivating or deleting a user.
Contact support if you want to reduce your billable user count.
Transfer ownership of Distribution Lists and Talent Pools before deletion to prevent data loss.
🤔 FAQs
Q: Does deactivating a user free up a seat?
A: No. You must contact support or your Account Manager to remove a license.
Q: Can I recover a deleted user?
A: No. Deleted users and their data are permanently removed.
Q: What happens to API connections when I remove a user?
A: API connections authenticated with the removed user's credentials will be disconnected. Re-authenticate using a different user.
Q: Can I assign the deleted user’s license to someone else?
A: Yes, both deactivated and deleted users’ seats can be reassigned.
NOTE: Unable to add back the user? You may have used all your licenses/seats.
Happy Recruitment #TheVinnyWay🤩