What is an active profile aka enabled vs disabled User

Understanding Active User Profiles

One of the most common questions new administrators ask is:

"What counts as an Active User?"

In JGID, an Active User is simply a user profile that is enabled and able to log into the system.

Disabled users do not count towards your Active User limit.

This allows you to retain historical records for past employees while only paying for users who currently require access.

What is an Active User?

An Active User is any user profile that:

Is enabled.
Can log into JGID.
Has access to the system according to their assigned permissions.

Every enabled user counts towards your account's Active User limit.

For example, if your subscription includes 20 Active Users, you can have up to 20 enabled user profiles at any one time.

What is a Disabled User?

A Disabled User is a user profile that has been deactivated.

Disabled users:

Cannot log into JGID.
Do not count towards your Active User limit.
Remain safely stored in your account.
Retain all historical information.

Disabling a user is the recommended way to manage employees who leave your organisation or no longer require access.

Why Doesn't JGID Delete Old Users?

Every user becomes part of your company's historical records.

For example, users may have:

Created Quotes.
Scheduled Jobs.
Completed Worksheets.
Submitted Timesheets.
Performed Equipment Inspections.
Uploaded Documents.
Added Notes.
Approved Invoices.

If a user record were deleted or reused for another employee, that history would become inaccurate or misleading.

Instead, JGID preserves the original user while simply removing their access.

This ensures your historical records remain accurate for reporting, auditing and compliance.

How Active User Counts Work

Your account displays both:

The number of Active Users currently enabled.
The maximum number included in your subscription.

For example:

2 Active Users / 20 Included

If you enable another user, the count increases automatically.

If you disable that user again, the count decreases immediately.

Only enabled users contribute to your Active User total.

Why You Shouldn't Reuse User Accounts

A common temptation is to rename an old employee's profile and give it to someone new.

This is not recommended.

Doing so can create confusion because historical records would appear to have been completed by the wrong person.

For example:

Old Timesheets
Worksheets
Calendar entries
Equipment inspections
Notes
Audit history

would all appear under the new employee's name.

Instead, simply disable the old user and create a new profile for the new employee.

This preserves the integrity of your historical records.

Best Practice

When an employee leaves your organisation:

Disable their user profile.
Leave their historical records intact.
Create a new user profile for their replacement.
Only enable users who currently require access.

This keeps your account organised while maintaining a complete and accurate history of your business.

Frequently Asked Questions

Do disabled users count towards my subscription?

No.

Only enabled user profiles count as Active Users.

Is there a limit to how many disabled users I can keep?

No.

You can keep as many disabled user profiles as you need.

This allows you to retain your organisation's historical records indefinitely.

Should I delete old employees?

In most cases, no.

Disabling the user preserves their work history while removing their access to the system.

Can I rename an old user for a new employee?

This is not recommended.

Creating a new user profile ensures historical Quotes, Jobs, Worksheets, Timesheets and other records remain attributed to the correct person.

Can I re-enable a disabled user later?

Yes.

If someone returns to your organisation, simply enable their existing user profile again.

As long as you have an available Active User licence, they can resume using their original account with all of their previous history intact.

Summary

An Active User is simply an enabled user profile.