Turn someone off or remove them
When someone leaves, turn their account off (their name stays on their work) or remove them, and how to turn them back on.
When someone leaves or no longer needs Plainstamp, you have two choices on the Team page: Turn off or Remove. For almost everyone who leaves, Turn off is the better choice.
Turn off or remove: which one?#
| Turn off | Remove | |
|---|---|---|
| Can they still open the workspace? | No | No |
| Do they use a seat? | No | No |
| Does their name stay on everything they did? | Yes | No, their old entries show "Someone" |
| Are they still listed on the Team page? | Yes, under Turned off | No |
| Can you undo it? | Yes, Turn back on in one click | Only by inviting them again |
| Do their tasks, bills and comments stay? | Yes | Yes |
Turn off keeps a clear record of who did what, which matters for audits and for answering "who approved this?" months later. Remove is for people added by mistake.
Turn someone off#
Click Team in the menu.
Find the person and click Turn off. There's no extra question; it happens right away.
The Turn off button next to a person on the Team page
They move to a Turned off list further down the page, showing their old role and the date they were turned off.
What happens when you turn someone off#
They can't open this workspace any more. Any other workspaces they belong to aren't affected.
They stop getting notifications and emails from this workspace, and their phone notifications for it stop.
Requests that were waiting for them to approve go to any admin instead.
They're taken out of approval rules and approval chains, and any department they managed is set to No manager (any admin approves). Turning them back on doesn't put them back; pick them again if you want to. (The same happens when you remove an admin.)
If they were someone's stand-in while away (or were away themselves), that's cleared.
Their name stays on every task, bill, approval and comment, and in the Activity log.
They don't use a seat. A turned-off accountant doesn't use one of your free accountant seats.
Turn someone back on#
On the Team page, scroll to Turned off.
Click Turn back on next to their name.
They get their old role back and can sign in right away. Turning someone back on needs a free seat for their role:
Everyone except accountants needs a free seat on your plan. If you're full you'll see "No free seat on your plan to turn them back on. Upgrade on the Plan & billing page, or turn someone else off."
An accountant needs a free accountant seat (1 on Starter, 2 on paid plans). If they're all used (by accountants who are on, or by accountant invites waiting to be accepted) you'll see "All the free accountant seats on your plan are in use, so this accountant can't be turned back on. Turn another accountant off, change their role, or cancel an unused accountant invite first."
To give them a different role, turn them back on first, then change their role.
Remove someone#
On the Team page, click Remove next to their name (or next to them in the Turned off list).
A note appears: "Their name will no longer show on their past work. To keep it, use Turn off instead." If you'd rather keep their name on their work, click Cancel and use Turn off.
Otherwise click Yes, remove their first name to confirm.
Plainstamp asks once more before removing someone, with a note that their name will no longer show on their past work
They lose access at once and disappear from the Team page. Their tasks, entries and comments stay in the workspace, but because they're no longer a member, their name shows as "Someone".
If you change your mind, invite them again.
Leave a workspace yourself#
Anyone except the owner can leave:
Go to Settings.
At the bottom, under Leave workspace, click Leave this workspace.
Click Leave workspace to confirm.
You lose access until someone invites you again. The owner can't leave; first hand over the workspace to another admin.