Quick answer:
If someone has left your business, a Company Admin should go to Preferences > Accounts, click Actions next to the user and choose Suspend. This removes their access but keeps their verifications and their name on your reports. Only use Delete if the account was created by mistake, for example with the wrong email address or as a duplicate.
Suspend or delete?
| Suspend (recommended) | Delete |
Use it when | Someone has left your business | The account was created by mistake, e.g. wrong email address or a duplicate |
User can log in | No | No |
Their pending verifications | Stay active. Clients can still complete them | Become invalid. Clients can no longer complete them |
Their completed verifications | Kept in the system | Permanently removed |
Their archived verification records | Kept | Permanently removed |
Their name on reports | Still shown | Removed completely. Their name won't show on any reporting |
Can be undone | Yes | No |
Suspending is the recommended approach when someone leaves your business. Most businesses need to keep verification records and reports for compliance, and a deleted user is removed completely, including from your reports. Delete is there for accounts that were set up by mistake.
Before you remove a user
Check their pending verifications. Go to Biometric > Created and look for verifications they sent that haven't been completed yet. If you suspend them, these stay active. If you need to delete the account, resend them from another user first.
Download any reports you need. If you're going to delete the user, download the PDF reports for their completed verifications first. See How do I download, print or share a verification report?
Make sure someone else gets notified. If anyone was assigned to this user, assign them to someone else so completed verifications are still seen. See How to add a user (staff member) and choose their role.
Add their replacement. If someone is taking over their work, a Company Admin can add them as a new user.
How to suspend or delete a user
You need to be a Company Admin to do this.
Log in to APLYiD.
In the menu on the left, under Control System, click Preferences, then Accounts.
Use the search bar to find the user.
Click Actions next to their name.
Choose Suspend or Delete.
Frequently Asked Questions
I can't see Accounts under Preferences.
Only a Company Admin can see Accounts and remove users. Ask a Company Admin at your business to do it, or to change your role.
The person who left was our only Company Admin. What do we do?
Contact us through live chat or at support@aplyid.com from your company email address and include:
your company name
the name of the Company Admin who has left
the name and email address of the person who should become the new Company Admin
Once we've confirmed the details, we'll help you set up your new Company Admin.
We created a user by mistake. Can we delete them?
Yes. If an account was set up with the wrong email address or as a duplicate, use Delete. The user is removed completely and won't show on any reporting.
Can I move a user's verifications to another user?
No, verifications can't be moved from one user to another. A Company Admin can always see and download every user's verifications, including those of a suspended user.
To make sure someone else is notified about verifications that are still pending, suspend the user rather than deleting them, and assign them to another user. See How to add a user (staff member) and choose their role.
Who gets notified when a suspended user's pending verification is completed?
Your AML Supervisors, who are notified about every verification. AML Supervisors and Company Admins can both see and download the completed verification.
Can I add the person back later, or reuse their email address for someone else?
Yes. A Company Admin can reactivate a suspended user in Preferences > Accounts. Their email address can also be used again.