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How to deactivate and reactivate personnel?

This article explains how administrators can deactivate a member of the organization, how to reactivate them later, and how this differs from permanently removing a member. Use deactivation for temporary changes (such as leaves of absence) and use Remove only when the member has permanently left the organization.

Deactivate vs. remove — what's the difference?

  • Deactivate is reversible. The account remains in the organization in an inactive state and can be brought back through reactivation.
  • Remove is permanent. Once a member is removed, the action cannot be undone from within the platform.

Who can deactivate or reactivate a member

  • Administrators can deactivate and reactivate members of the organization.
  • Administrators cannot deactivate themselves.
  • Administrators cannot deactivate another administrator.

When deactivation may fail

Deactivation is blocked when any of the following conditions are true. Resolve the condition first, then retry deactivation:

  • The member has upcoming visits scheduled — cancel or reassign those visits first, then deactivate.
  • The provider has an active AMA CPT codes subscription — cancel the AMA subscription for that provider first, then deactivate. Once the subscription is cancelled, deactivation will succeed.

Tip · Deactivating a provider automatically removes that provider from the 'request to visit' flow, so patients will no longer be able to request visits with them.

How to deactivate a member

  1. Open your MediSprout app and go to Personnel from the main menu.
  2. Locate the member you want to deactivate in the personnel list.
  3. Open the member's details and select the Deactivate option.
  4. Confirm the action. If the member has upcoming visits or an active AMA subscription, the system will block deactivation and tell you what to handle first.
  5. Once deactivated, the member appears in the personnel list with an inactive status and can no longer sign in.

How to reactivate a member

Reactivation works by re-adding the previously deactivated member. The system recognizes the existing account and restores it instead of creating a new one. Their history, notes, and records remain associated with the same account.

  1. Open your MediSprout app and go to Personnel from the main menu.
  2. Select Add personnel — the same action you would use to add a brand-new member.
  3. Enter the same email address used by the deactivated member.
  4. MediSprout will recognize that the email already belongs to a deactivated account and offer to reactivate it.
  5. Confirm to reactivate. The account is restored to active status with the role(s) it had before.

Important · The current reactivation flow does NOT allow changing the user's role during reactivation. The member is reactivated with the same role(s) they had before deactivation. To change the role, reactivate first, then edit the member's role separately.

What happens to the member's data

  • Deactivated: notes, visits, documents, and other records remain associated with the member's account.
  • Reactivated: the account resumes exactly where it left off — same email, same history, and the same role(s) it had before.
  • Removed (permanently): once a member is removed, the action cannot be undone.

Frequently asked questions

Can I deactivate myself?

No. Administrators cannot deactivate their own account.

Can I deactivate another administrator?

No. Administrators cannot deactivate another administrator.

Why is the Deactivate option blocked for a specific member?

The system blocks deactivation in two cases: (a) the member has upcoming visits scheduled, or (b) the provider has an active AMA CPT codes subscription. Cancel or reassign those visits, or cancel the AMA subscription, and then retry.

If I reactivate someone, can I change their role at the same time?

Not in the same step. Reactivation restores the existing role. After reactivation completes, you can edit the member's role from the personnel details screen.

Does deactivating a provider remove them from visit requests too?

Yes. Deactivated providers are automatically excluded from the 'request to visit' flow so patients can no longer request visits with them.

Should I deactivate or remove a member who has left the organization?

If the departure is permanent, Remove is appropriate. If you might bring the person back later, Deactivate is the safer choice because it is reversible.

Want more information?

Contact MediSprout support using the chat function in the same window you are using or call +1 866-896-1431.