When an employee leaves the company or no longer needs Vantage Fit access, you can deactivate their account. The same upload tools you use to add employees also handle deactivation and reactivation.
For onboarding new joiners, see How Do I Add Employees to Vantage Fit?. The rest of this article focuses on deactivation and reactivation.
How to Deactivate an Employee
There are three paths to deactivation. Pick whichever matches your setup.
1. CSV Upload with Status = 0
For one-off or batch deactivations from the admin dashboard.
- Log in to the Vantage Fit Admin Dashboard.
- Go to Configuration → Add Employees.
- Download the CSV template.
- Add the employee row with Status = 0 (any value other than 1 is treated as a deactivate/exit/terminate).
- Upload the CSV.
- Confirm the upload.
Tip: You can mix add, update, and deactivate rows in the same CSV — Status = 1 to keep active, Status = 0 to deactivate.
2. HRIS or SFTP Sync (Automatic)
If your company has an HRIS integration (Workday, DarwinBox, SAP SuccessFactors, ADP, etc.) or an SFTP sync, exits flow into Vantage Fit automatically when HR marks the employee as inactive in the source system. No admin action needed.
3. Employee Self-Delete
Employees can also delete their own account from the Vantage Fit app — see How Do I Delete My Account?. This path has a slightly different effect on active challenges (see below).
What Happens When an Employee Is Deactivated
| Area | What changes |
|---|---|
| Sign-in | Immediately disabled. Active sessions are signed out. The employee sees: "Your account has been deactivated. Contact HR/Administrator to activate your account." |
| Search & participant pickers | The employee no longer appears in admin search, new challenge participant pickers, or group rosters. |
| Personal data | Name, work email, and personal email are anonymised in the system. Customers under specific data-retention contracts may be exempt — your account manager can confirm whether yours is one of them. |
| Activity history | Preserved. Past activities, completed challenges, earned points, and badges remain in the database for aggregate reporting. |
| Earned points & wallet | Not affected. Points the employee already earned remain in their wallet record. |
Active Challenge Participation — Important
How a deactivated employee shows up on ongoing challenge leaderboards depends on how they were deactivated:
Admin-triggered (CSV Status = 0, HRIS push, SFTP sync): The employee stays on the leaderboard with their score frozen at the point of deactivation. They don't accumulate further. If their team uses an average score, their frozen contribution still counts toward the team average.
To explicitly remove a deactivated employee from a specific challenge mid-run: go to Manage Challenges → open the challenge → Edit Challenge → Participants → find the employee → Remove.
Employee self-delete: The employee is automatically removed from current leaderboards and from any team. Historical entries are preserved but they no longer appear on live boards.
Tip: If a leaver is still visible in an active challenge after deactivation and you'd rather they weren't, use the Remove Participant flow above.
How to Reactivate an Employee
Reactivation uses the same CSV path:
- Go to Configuration → Add Employees.
- Upload a CSV containing the employee row with Status = 1.
- Confirm the upload.
When the upload completes:
- The same user record is restored — matched by employee ID and email. Historical activity, earned points, badges, and prior challenge entries are preserved.
- Name and email are restored from the new CSV values.
- Sign-in works again with the employee's normal credentials.
Note: Reactivating preserves the employee's history. If you're unsure whether to reactivate an existing record or create a new one, contact your account manager.
Password Reset is a Separate Flow
Resetting an employee's password is not the same as reactivating them. If the employee just forgot their password, they can use the Forgot Password flow in the app — see How Do I Reset My Password?. No admin action needed for password resets.
Licence and Billing
Deactivating an employee does not automatically change your subscription count. For changes to your licence count or billing, contact your account manager.
Need more help? Contact your Vantage Fit account manager or email support@vantagecircle.com.
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