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 Deactivating the Account
Notice: when you deactivate a user's account, they will receive an email notification informing them that their account has been deactivated by an administrator. They will lose access to the web dashboard and the mobile app.
Complete these steps first as a best practice to resolve any outstanding matters with the user.
Step 1: Resolve Pending Approvals
If your organization uses the approval workflow, check whether the employee has any trips or expenses that are pending approval or still in submitted status.
Log in to your TripLog web dashboard at app.triplog.net
Go to Reports and filter by the employee's name
Filter by Approval Status: Pending or Submitted
Approve, reject, or schedule payment for any pending items before deactivating the account
Note: trips that are in submitted status when an account is deactivated will remain in that status. They will still appear in reports, but they cannot be edited or resubmitted without temporarily reactivating the account.
We recommend resolving payroll, since it may be off-cycle. If you currently have an integration with a payroll system and need to issue an off-cycle check for reimbursement, you may want to mark items as loaded to avoid including them in the next payroll cycle.
Step 2: Export the Employee's Data (Recommended)
Although the employee's trip, expense, and time data remains accessible to administrators through reports after the account is deactivated, we recommend running a final export as a best practice for your own records.
Go to Reports on the web dashboard
Set the date range to cover the employee's entire tenure (or at least the current year)
Filter by the employee's name
Download the report in CSV and/or PDF format
Share it with your accounting or HR team as needed for recordkeeping
Note: exporting before deactivating the account isn't required; data isn't lost when an account is deactivated. This step is solely for your own documentation purposes.
Deactivating the Account
Once the previous steps are complete, deactivate the employee's account.
Log in to the TripLog web dashboard
Go to Manage → Users
Search for the employee's name or email address
Open their user profile
Check the Disabled box
Save your changes
The employee will immediately lose access to the TripLog app and the web dashboard. Their historical data (trips, expenses, and time records) will remain intact and accessible to administrators through reports.
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 becomes available to assign to a new user.
Accessing a Disabled Employee's Data
After disabling an account, you can still view and run reports on the employee's historical data.
Go to Reports and use Advanced Filters (Filters) to search by the employee's name
Disabled users won't appear in the quick-select dropdown menus, but they'll be available through advanced filter search
If you need to create or edit data on a disabled account (for example, to add a missed trip or correct a record), you'll need to temporarily reactivate it; see below.
Temporarily Reactivating an Account
If you need to modify a terminated employee's records after disabling them:
Go to Manage → Users
Locate the employee's profile (use search; disabled users may be hidden by default)
Uncheck the Disabled box and save
Make the necessary changes
Disable the account again immediately when 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 you finish your changes.
Billing Implications
Account Status | Billed? |
Active | Yes |
Disabled | No |
Temporarily Reactivated | Yes (for that billing period) |
If you have questions about a specific charge, see Web Dashboard - Manage Billing or contact TripLog support.
Summary Checklist
Pending approvals resolved for the employee
Final data report exported (recommended)
Account disabled under Manage → Users
Confirmed the employee no longer has access to the app or the web