Not a cloud user? Check out the desktop article.
Before you remove a cloud user, be sure to cancel/void or move their appointments. Once the user has been removed, their schedule will no longer show on the appointment book, but the reminders may still go out for the scheduled appointments.
Navigate to your DaySmart web portal and log in.
Select Employees
Click on the employee you wish to deactivate.
Select the Employee Setup tab.
Click on Deactivate in the Cloud Account Information section.
On the window that opens, select Yes to make the employee inactive.
❓ FAQs
Find answers to common questions, edge cases, or additional details that may not be covered in the main instructions.
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Click the arrow to view frequently asked questions
Can I still view an inactive employee’s appointments or run reports on them?
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Click the arrow to view the answer
No. Once an employee is deactivated, their appointments and appointment history will no longer appear in the Appointment Book or in any reports. To restore visibility, you must reactivate the user.
If the employee has left the business permanently:
Update their profile email to one they no longer access (for example, by adding “+1” before the “@”).
Then manually reactivate the user — their booking history will reappear but the ex-employee won’t receive any notifications.
If the email is unknown or inaccessible, an admin can reactivate the user:
Log in as an admin, click your name in the upper right → Billing & Account → Users.
Find the user and select Change Password. After setting a new password, the profile becomes active again and will show in schedules and reports.
Does deactivating a user delete their profile?
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No. Deactivation simply removes access and hides them from scheduling and reporting. Their profile still exists and can be reactivated anytime.
Can a deactivated user log in?
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No. Once deactivated, they lose all login access until an admin reactivates the account and/or resets their password.
What happens to an employee’s future appointments if I deactivate them?
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Their future appointments will disappear from the Appointment Book. You will need to reassign those appointments to another employee before deactivating or reactivate the employee temporarily to move them.
Why can’t I delete a user completely?
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If the employee has any historical activity (appointments, sales, tips, tickets) they cannot be permanently deleted. The system protects reporting integrity by allowing only deactivation.
Does deactivating an employee affect payroll reports?
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Past payroll data remains intact, but the employee will no longer appear in new payroll periods unless reactivated.
Can I deactivate the main account owner?
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If you need to update the accounts primary administrator please follow the instructions in this article to preform a transfer of ownership: