This guide walks administrators through the steps to properly deactivate a terminated employee's TripLog account, preserve their data, and avoid unexpected billing charges.
Before You Disable the Account
Notice: When Disabling a user account they will get a notification in email that their account has been terminated by an admin. They will lose access to the web dashboard and mobile app.
Complete these steps first as a best practice to tie up any issues with the user.
Step 1: Resolve Any Pending Approvals
If your organization uses the approval workflow, check whether the employee has any trips or expenses awaiting approval or still in a submitted state.
Log in to your TripLog web dashboard at app.triplog.net
Navigate to Reports and filter by the employee's name
Filter by Approval Status: Pending or Submitted
Approve, reject, or Pay Schedule any outstanding items before disabling the account
Note: Trips that are in a submitted state when an account is disabled will remain in that state. They will still appear in reports, but cannot be edited or resubmitted without temporarily reactivating the account.
A recommended step is to resolve any Payroll as it may be off-cycle. If you currently integrate with a Payroll system and need to issue an off-cycle check for the reimbursement, you may want to mark the items as uploaded to avoid including it in the next payroll cycle.
Step 2: Export the Employee's Data (Recommended)
While the employee's trip, expense, and time data remains accessible to administrators through reporting after the account is disabled, we recommend running a final export as a best practice for your own records.
Go to Reports in the web dashboard
Set the date range to cover the employee's full tenure (or the current year at a minimum)
Filter by the employee's name
Download the report as a CSV and/or PDF
Share with your accounting or HR team as needed for record-keeping
Note: You do not need to export before disabling — data is not lost when an account is deactivated. This step is purely for your own documentation purposes.
Disabling the Account
Once the pre-offboarding steps are complete, disable the employee's account.
Log in to the TripLog web dashboard
Navigate to Manage → Users
Search for the employee's name or email
Open their user profile
Check the Disabled checkbox
Save the changes
The employee will immediately lose access to the TripLog app and web dashboard. Their historical data — trips, expenses, and time entries — remains intact and accessible to administrators through reporting.
Important: Disabled users are removed from your active billing count. You will not be charged for disabled accounts in subsequent billing cycles. On annual billing, the seat is available to assign to a new incoming user.
Accessing a Disabled Employee's Data
After an account is disabled, you can still view and run reports on the employee's historical data.
Go to Reports and use the Advanced Filters (Filters) to search by the employee's name
Disabled users will not appear in quick-select dropdowns, but will be available through the advanced filter search
If you need to create or edit data under the disabled account (for example, to add a missed trip or correct a record), you will need to temporarily reactivate it — see below.
Temporarily Reactivating an Account
If you need to modify a terminated employee's records after disabling them:
Navigate to Manage → Users
Locate the employee's profile (use search — disabled users may be filtered out by default)
Uncheck the Disabled checkbox and save
Make the necessary changes
Disable the account immediately once finished to avoid additional billing
Warning: A reactivated account counts as an active license and will be included in your next billing cycle if left enabled. Always disable the account as soon as your changes are complete.
Billing Implications
Account Status | Billed? |
Active | Yes |
Disabled | No |
Temporarily reactivated | Yes (for that billing period) |
For questions about a specific charge, see Web Dashboard - Manage Billing or contact TripLog Support.
Summary Checklist
Resolved all pending approvals for the employee
Exported a final report of their data (recommended)
Disabled the account in Manage → Users
Confirmed the employee no longer has app or web access