Managing user access correctly helps ensure users only have access to the properties and information relevant to their role. This article explains how to remove property or property group access, deactivate and reactivate user accounts, transfer responsibilities during offboarding, and understand the impact each action has on assigned work and automations.
Overview
User access can be managed in several ways depending on the outcome you need:
Remove a user from a specific property
Deactivate a user's account
Remove a user from a property group
Reactivate a previously deactivated user
Understanding the differences between these actions helps ensure access is removed appropriately while maintaining ownership of work orders, inspections, automations, and other responsibilities.
Recommended Offboarding Process
If a user is leaving your organization, we recommend following this workflow:
Remove the user from each assigned property.
Reassign responsibilities to the appropriate replacement user.
Verify Work Orders, Inspections, Automations, and Amenities have been transferred.
Remove the user from all active on-call schedules.
Deactivate the user account.
📌 Important: Deactivating a user does not transfer responsibilities to another user. If work needs to be handed off, remove the user from their properties and assign a replacement before deactivating their account.
Which Option Should I Use?
Option | Use When | Transfers Responsibilities? |
Remove from Property | The user should lose access to a specific property, or their work should be reassigned before they leave. | Yes, if a replacement is selected. |
Deactivate User | The user should no longer have access to Visitt at all. | No. |
Remove from Property Group | The user should stop receiving access through a property group or region. | No. |
Reactivate User | A previously deactivated user needs access restored. | No. |
Who Can Perform These Actions?
Global Admins
Global Admins can:
Remove users from properties
Remove users from property groups
Deactivate users
Reactivate users
Navigate to: Settings → Account → Users
Property Admins
Property Admins can:
Remove users from properties they administer
Deactivate users only if they are a Property Admin on every property assigned to that user
If a Property Admin does not manage all properties assigned to a user, deactivation will be blocked.
Navigate to: Settings → [Property Name] → Users
Managers and Team Members
Managers and Team Members cannot remove, deactivate, or reactivate users.
Access a User Profile
Before making changes to a user's access:
Navigate to the Users page.
Select the user you would like to manage.
Open the Details tab.
Scroll to the appropriate section:
Assigned Properties
Property Access
User Access Control
From here, you can remove property access, deactivate the user, remove a property group assignment, or reactivate the account.
Remove a User from a Property
Use this option when a user should no longer have access to a specific property but should remain active in Visitt.
What Happens When Property Access Is Removed?
When a user is removed from a property:
The user remains active.
The user can continue signing in.
Access to the selected property is removed.
Access to other assigned properties remains unchanged.
Responsibilities can optionally be reassigned to another user.
This is the recommended approach when transitioning responsibilities to another team member.
Before You Begin
If the user is assigned to an active on-call schedule for the property, they must be removed from that schedule before the property can be removed.
Remove Property Access
Open the user's profile by going to Settings > Users.
Locate the Property Access section within the Details tab.
Click Update Access.
Select Unassign Property.
Choose the property you want to remove.
Review any responsibilities assigned to the user.
Optional: Select a replacement user to transfer responsibilities.
Click Save.
Confirm the action when prompted.
📌 Note: Only properties assigned directly to the user can be removed using this process.
Reassigning Responsibilities
When removing a user from a property, you can transfer responsibilities to another user.
These responsibilities may include:
Work Orders
Inspections
Recurring Work Orders
Automations
Amenities
Other property-specific assignments
If the user has no active responsibilities, Visitt will indicate that the user is safe to remove.
Multiple Properties
If a user is assigned to multiple properties, this process must be completed separately for each property.
There is currently no option to remove multiple property assignments in a single action.
Deactivate a User
Use this option when a user should no longer have access to Visitt.
What Happens When a User Is Deactivated?
When a user is deactivated:
They can no longer sign in using a password or Single Sign-On (SSO).
Existing property assignments remain associated with the account.
Historical activity remains available in records and reports.
The user is skipped for on-call notifications.
The user is skipped for SLA escalations.
Existing assignments remain in place unless manually removed during deactivation.
Think of deactivation as freezing an account rather than deleting it.
Before You Deactivate
If responsibilities should be transferred to another user:
Remove the user from each assigned property.
Assign a replacement user.
Confirm responsibilities have been transferred.
Deactivate the account.
This prevents work from becoming unassigned and ensures automations continue functioning correctly.
Deactivate the User
Open the user's profile by going to Settings > Users.
Scroll to User Access Control within the Details tab.
Click Deactivate User.
Review any assigned items listed in the confirmation window.
Optional: Click Remove beside assignments you want to clear.
Click Deactivate to confirm.
Review Assigned Responsibilities
The deactivation screen may display:
Work Orders
Inspections
Assignments
Automations
Amenities
Recurring Schedules
Removing these assignments is optional.
📌 Important: Items removed during deactivation are not automatically reassigned to another user.
Automation Warning
⚠️ Important: Automations can be affected during deactivation
If an automation is left without any assigned users, selecting Remove during deactivation may result in that automation no longer assigning work automatically.
In some cases, automations that no longer have assigned users may be removed entirely.
To avoid disrupting automations, remove the user from the property and assign a replacement before deactivating the account.
On-Call Schedule Restrictions
Users assigned to active on-call schedules cannot be deactivated.
To proceed:
Click Go to Schedules from the warning message.
Remove the user from all active schedules.
Return to the user profile.
Complete the deactivation process.
📌 Important: Users cannot deactivate themselves, and administrators cannot deactivate users with higher administrative permissions.
Remove a User from a Property Group
Property groups provide access to multiple properties through a single assignment.
Use this option when a user should no longer receive access through a property group or region.
Remove a Property Group Assignment
Open the user's profile.
Select Unassign Property Group.
Choose the relevant property group.
Confirm the action.
Important Considerations
Removing a user from a property group:
Prevents access to newly added properties within that group.
Does not remove individually assigned properties.
Does not remove account-wide access.
Does not remove Global Admin permissions.
📌 Note: If your goal is to remove access to a specific property, use the Remove from Property process instead.
Reactivate a User
If a previously deactivated user needs access restored:
Open the user's profile by going to Settings > Users.
You will need to make sure "Show Disabled" is checked on the Users screen for the deactivated user to show up.
Navigate to User Access Control.
Click Activate User.
The user must still have a valid email address, username, or phone number associated with their account.
What Happens After Reactivation?
Reactivation restores sign-in access only.
Visitt does not automatically restore:
Removed property assignments
Work Order ownership
Inspection assignments
Automation assignments
Other responsibilities that were transferred or removed
Any access or responsibilities that were previously removed must be reassigned manually.
Understanding What Happens to Existing Assignments
The outcome for assigned items depends on how access is removed.
Item | Remove from Property (With Replacement) | Remove from Property (Without Replacement) | Deactivate User |
Open and In-Progress Work Orders | Moved to replacement | User removed | Remain assigned unless Remove is selected |
Open Inspections and Upcoming Visits | Moved to replacement (completed visits remain unchanged) | User removed | Remain assigned unless Remove is selected |
Recurring Work Order Schedules | Moved to replacement | User removed | Remain assigned unless Remove is selected |
Automations | Replacement takes the user's place | User removed; automation remains active but may no longer assign users | Selecting Remove may delete automations that are left without users |
Amenities (Default Assignee) | Moved to replacement | User removed | Remain assigned unless Remove is selected |
Documents and COI Ownership | Transferred only if replacement is a Manager | Not transferred | No change |
SLA Escalations and Out of Office Delegations | No change | No change | No change; user is skipped while deactivated |
On-Call Schedules | Must be removed first | Must be removed first | Must be removed first |
FAQ
What's the difference between removing property access and deactivating a user?
Removing property access only removes access to a specific property. The user can still sign in and access their remaining properties.
Deactivating a user prevents them from accessing Visitt entirely.
An employee left the company. What's the recommended process?
Remove the user from each property, transfer responsibilities to replacement users, remove them from any active on-call schedules, and then deactivate their account.
Why can't I deactivate a user?
Deactivation may be blocked because:
The user is assigned to an active on-call schedule.
You do not have permission to deactivate the user.
You are not a Property Admin on all properties assigned to the user.
Can I transfer work while deactivating a user?
No. Deactivation does not transfer ownership of responsibilities.
To transfer work, remove the user from the property and select a replacement user before deactivation.
Can I transfer automations to another user?
Yes. When you remove a user from a property and select a replacement, the replacement user takes the original user's place in applicable automations.
Can I remove a user from multiple properties at once?
No. Property assignments must be removed individually.
Why can't I select a property for removal?
The user may have access through a property group rather than a direct property assignment.
Review the user's property groups and access configuration.
What happens to historical records?
Historical records, completed work, reports, and audit history remain available after deactivation.
If I reactivate a user, do they get their assignments back?
No. Reactivation restores sign-in access only. Any assignments, responsibilities, or property access that were previously removed must be restored manually.
Why is an automation no longer assigning anyone?
This typically occurs when a user is removed from a property without assigning a replacement user. The automation remains active but no longer has anyone available for assignment.
Review the automation and add an appropriate user.
User access changes can impact assignments, automations, inspections, and other operational workflows. Before removing access or deactivating an account, review any outstanding responsibilities to ensure work is reassigned as needed.
For additional guidance on managing Users and property access, explore the related articles below or contact our Support Team for assistance.