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Managing User Status

User status controls whether a user can access the OPBX system. This document explains the two status options and how to manage them.

User Status Options​

OPBX provides two status options for users:

Active​

Description: User can log in and access the system according to their role permissions.

Characteristics:

  • ✅ Can log in to OPBX
  • ✅ Can make and receive calls (if PBX User)
  • ✅ Counts toward license usage
  • ✅ Appears in user lists and reports

Inactive​

Description: User account is disabled and cannot access the system.

Characteristics:

  • ❌ Cannot log in to OPBX
  • ❌ Cannot make or receive calls
  • ❌ Does not count toward license usage
  • ✅ Retains configuration for reactivation
  • ✅ Historical data preserved in reports
License Management

Deactivating users frees up license seats without losing configuration. This is useful for seasonal employees or temporary staff.

When to Use Each Status​

Use Active Status For:​

  • Current employees who need system access
  • Users who need to make/receive calls
  • Anyone who needs to log into OPBX

Use Inactive Status For:​

  • Employees on extended leave
  • Seasonal workers during off-season
  • Terminated employees (before deletion)
  • Users transitioning between roles
  • Temporary suspension (investigation, training, etc.)

Changing User Status​

Activating a User​

To change a user from Inactive to Active:

  1. Navigate to Users in the main menu
  2. Find the user (you may need to filter by "Inactive" status)
  3. Click Edit (pencil icon)
  4. Change Status from "Inactive" to "Active"
  5. Click Save Changes

Deactivating a User​

To change a user from Active to Inactive:

  1. Navigate to Users in the main menu
  2. Find the user you want to deactivate
  3. Click Edit (pencil icon)
  4. Change Status from "Active" to "Inactive"
  5. Click Save Changes
Cannot Deactivate Last Owner

OPBX prevents deactivation of the last owner in an organization to prevent lockout. Ensure at least one other owner is active before deactivating an owner.

What Happens When Status Changes?​

When Activating a User​

  • User can immediately log in
  • Extension becomes active (if assigned)
  • User appears in ring groups (if configured)
  • User can access all permitted features

When Deactivating a User​

  • User is immediately logged out (if currently logged in)
  • Extension stops receiving calls
  • User removed from active call routing
  • Historical data remains available
  • Configuration is preserved for reactivation

Status vs. Deletion​

Understanding when to use status changes vs. deletion:

ActionUse WhenResult
DeactivateTemporary removal, may returnConfiguration preserved, license freed
DeletePermanent removal, never returningConfiguration removed, license freed

Best Practice: Deactivate First​

Before deleting a user, consider:

  1. Deactivate the user first
  2. Wait to ensure no issues arise
  3. Delete only after confirming the user is truly gone

This prevents accidental data loss and allows easy recovery if needed.

Bulk Status Changes​

Currently, OPBX supports changing user status one at a time through the web interface. For bulk operations:

  • Use the API to script status changes
  • Contact support for assistance with large changes

Monitoring User Status​

Viewing Status in User List​

The Users page shows status for all users:

IndicatorStatus
🟢 Green dotActive
⚪ Gray dotInactive

Filtering by Status​

Use the status filter to show only Active or Inactive users:

  1. Navigate to Users
  2. Click the Status filter dropdown
  3. Select "Active", "Inactive", or "All"

Status Change Audit Log​

All status changes are logged with:

  • Who made the change
  • Previous status
  • New status
  • Timestamp

View the audit log at Settings → Audit Log.

Troubleshooting​

Cannot Deactivate User​

Problem: Unable to change a user's status to Inactive.

Solutions:

  • Check if the user is the last owner (cannot deactivate last owner)
  • Verify you have appropriate role permissions
  • Refresh the page and try again

User Still Able to Log In​

Problem: User reports they can still access the system after being deactivated.

Solutions:

  • Status changes take effect immediately
  • User may need to clear browser cache
  • Check if the user has multiple accounts
  • Verify the correct user was deactivated

Cannot Find Inactive User​

Problem: Cannot locate a user you know exists.

Solutions:

  • Check the status filter is set to "All" or "Inactive"
  • Use the search function to find by name or email
  • Verify the user is in your organization

Accidental Deactivation​

Problem: A user was accidentally deactivated.

Solution:

  1. Locate the user (filter by "Inactive")
  2. Edit the user and change status to "Active"
  3. Notify the user they can log in again
  4. Review audit log to confirm what happened

License Implications​

Active Users​

  • Count toward your license limit
  • May incur charges based on your plan
  • Cannot exceed license limit when creating new users

Inactive Users​

  • Do not count toward license limit
  • No charges for inactive users
  • No limit on number of inactive users
License Optimization

Regularly review your user list and deactivate users who no longer need access to optimize license usage.

Next Steps​

Related Documentation: