Delete a User Account

Article Contents

1. Introduction
2. Why You Might Need to Delete an Account
3. Prerequisites for Deleting a User Account
4. Steps to Delete a User Account
5. Implications of Deleting an Account
6. Subscription Adjustments

Introduction

Deleting a user account in Hiro is a straightforward process, but there are a few important prerequisites and considerations to keep in mind. This article outlines the steps, checks required before deletion, implications of deleting an account, and how it affects your subscription.

Why You Might Need to Delete an Account

There are several reasons you might need to delete a user account in Hiro:

• A person has left your organisation.

• You no longer require their access to Hiro.

• Their role has changed, and they no longer need a user account.

In some cases, you may not want to delete the account immediately. For example, if someone has left your organisation, you might need to keep their account open to finalise payroll or reassign project captaincy to someone new. In such situations, you can suppress showing the person's name in search results, reports, or staff lists. To do this, edit their user account within Settings > User Accounts. This setting, found on the Basic tab under the Visibility heading, allows you to manage their visibility without deleting their account.

Prerequisites for Deleting a User Account

Hiro automatically checks for all necessary conditions when you attempt to delete a user account. If any issues are identified, Hiro will notify you and list the problems to resolve before proceeding. There is no harm in clicking the X icon to review the prerequisites, as the account will not be deleted until you confirm the action.

Why these checks are important: These steps ensure that the integrity of your project data and workflows is maintained. It prevents accidental disruptions caused by incomplete reassignment or unresolved responsibilities.

The following conditions must be met before deleting a user account:

1. No Active Responsibilities: The user must not be the captain of any active projects. If they are, you will need to reassign these responsibilities to another user.

2. Global Administrator: You cannot delete the only Hiro Global Administrator account.

3. Notifications Configured: The user has notifications configured for them in User Privileges and Notifications, such as Asset Register service notifications.

4. Asset Register: The user is configured as the location of an asset.

5. Company Documents: The user is configured to receive upcoming expiry notifications for company documents, such as insurances or company memberships.

6. Licences & Training Register: The user is configured with privileges in this register.

Steps to Delete a User Account

1. Navigate to the User Accounts section in Hiro.

2. Locate the user you wish to delete.

3. Click the X icon next to their account.

   

4. You will briefly see a popup message, such as "Checking whether Alice Lardner can be deleted..." (where "Alice Lardner" is the name of the user). Hiro will then proceed as follows:

   • If the prerequisites check is successful, the confirmation page will appear, prompting you to:

     • Provide a termination date (e.g., the last day of employment or contract engagement).

     • Specify the reason for termination.

     • If Hiro’s "Sync with Microsoft 365" feature is enabled, there will be an additional checkbox to optionally remove their associated Microsoft 365 account at the same time as deleting their Hiro account. For more details, refer to the Sync with Microsoft 365 article.

   • If issues are identified, an error message will appear at the top of the page, listing the problems that need to be resolved. Resolve these issues (e.g., reassign project captaincy or complete pending tasks) before repeating the deletion attempt.

5. Confirm the deletion by clicking the Delete this User button.

Implications of Deleting an Account

• Data Retention: All data generated by the deleted user (e.g., timesheets, invoices, or project updates) will remain in Hiro. However, the data becomes read-only and cannot be modified.

• User Reactivation: If you need to reactivate the account in the future, refer to our Reactivate a User Account article for detailed instructions.

Subscription Adjustments

Hiro bills subscriptions monthly in advance per user. When a user account is deleted, all subscription adjustments are automated:

• A prorated credit for the remaining time in the current billing cycle will be calculated.

• This credit will automatically be applied to your next subscription bill.

You do not need to take any additional action to adjust your subscription after deleting a user account. For example, if a user is deleted halfway through the month, you will see a credit for the unused half on the following month’s bill.