Managing user access in Vincere ensures data security and license control. You can deactivate, delete, or reset a user’s password when a team member leaves or needs temporary access revoked. All actions can be performed through Settings, then click on User Management.
📌 Note: Deactivation does not automatically remove a license fee. Contact your Account Manager or submit a support ticket to request license removal.
Seats and licenses are tied to your contract lifecycle, and any mid-contract user changes will not affect your current billing until renewal. Processing license removal requests typically takes 5–7 business days.
Deactivate a User (Recommended)
⚠️ Important: You need Administrator permissions to perform this action.
To deactivate a user:
Go to Settings, then click User Management.
Select the user(s) you want to deactivate.
Click Actions, then select Deactivate.
What happens when you deactivate a user:
The user loses access to Vincere immediately.
All records remain under their name for 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 credentials will be disconnected.
License charges remain active unless you request removal through your Account Manager or Support.
📌 Note: Deactivation does not remove the license fee. Mid-contract user changes will not reduce your billable seat count until the next renewal period.
Delete a User
⚠️ Important: This action is irreversible. Deleted users and their data cannot be recovered.
To delete a user:
Go to Settings, then click User Management.
Select the user(s) you want to remove.
Click Actions, then select Delete.
Transfer ownership of any Distribution Lists or Talent Pools before deletion.
What happens when you delete a user:
Historical activities (placements, notes, records) are removed from analytics.
API connections are disconnected.
Untransferred lists will be permanently lost.
The user cannot be recovered after deletion.
The license/seat can be reassigned to another user.
📌 Note: Deletion is permanent. Always reassign or back up owned lists before proceeding.
Reset a User’s Password
To reset a user’s password:
Go to Settings, then click User Management.
Select the user.
Click Actions, then select Reset Password.
An email will be sent immediately with password reset instructions.
📌 Note: If reactivation fails, you may have reached your license limit. Seat changes, including removals or reassignments, take effect only at contract renewal.
View and Reactivate Inactive Users
To view inactive users:
Go to User Management, then click Show inactive users (located under Add new user).
To reactivate:
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, all available licenses/seats may already be in use. Seat changes are only applied during contract renewal.
If you're unable to add back the user, you may have used all your licenses/seats.
💡 Best Practices
Always deactivate instead of deleting unless you no longer need the user’s data.
Reassign Distribution Lists and Talent Pools before deleting a user.
Contact Support if you need to reduce your billable seat count.
Check API connections before removing any user credentials.
Contact your Account Manager before your renewal date to request seat reduction.
🤔 FAQs
Q1: How are seat/license changes handled during a contract lifecycle?
Answer: Seats and licenses are fixed for the current contract term. Any adjustments, such as removals or reassignments, take effect only at renewal.
Q2: When do billing changes occur for seat removals?
Answer: Billing updates for seat removals are applied only at contract renewal. There are no mid-term billing adjustments.
Q3: Does deactivating a user free up a seat?
Answer: No. Deactivating a user does not reduce the billable seat count during the active term. Contact Support or your Account Manager for license removal.
Q4: Can I recover a deleted user?
Answer: No. Deleted users and their associated data are permanently removed.
Q5: What happens to API connections when a user is removed?
Answer: All API connections authenticated with the user’s credentials are disconnected. Re-authenticate using another user account.
Q6: Can I assign a deleted user’s license to someone else?
Answer: Yes. Both deactivated and deleted user seats can be reassigned. However, seat reassignment is reflected only during the contract renewal period.
NOTE: Unable to add back the user? You may have used all your licenses/seats.
Happy Recruitment #TheVinnyWay🤩