How to deactivate a user with pending billable activity.

Deactivating a Rocket Matter user will remove the user's ability to log into the account. However, deactivating the user will retain the all of the user's history and billing information.

Receiving the following error: 'Cannot deactivate user because this user has pending billable activity'? All pending billable activity must be invoiced, assigned to another user, or deleted before this user can be deactivated.

1. To view the pending billable activity for this user, select 'Reports' from the left-hand navigation panel.

2. Find the 'I want to see Billable Activity by User(s)' report and select 'Run Report'.

3. Next, click 'Edit Filters'.

4. Enter the following in the filters:

a. Remove the start date and leave blank to pull all pending billable activity.

b. Select 'Multi User Mode'

c. Remove all other users, leaving only the user you'd like to view all pending billable activity for. In this example, it's Sally Jones.

d. Leave both Matters and Clients blank to show all.

e. Select the following options:

  • Activity types to show: Billable, No charge and Non-billable.
  • Show with invoice status: Non-invoiced.
  • Include expenses: Include expenses.
  • Leave Filter by currency field blank.
  • Leave Activity Tags blank.

5. Confirm the filters below, and click 'Apply Filters'.

6. Scroll down to view the Report Results.

NOTE: All pending billable activity must be invoiced, assigned to another user, or deleted before this user can be deactivated.

7. Select the 'Description' of a pending billable entry.

8. While viewing this billable entry, you can now assign this time to another active 'Billing User' by entering the user's name. Or, 'Delete' the time entry, if applicable. Click 'Save and close' to save these changes.

*Need assistance on how to deactivate a user? Click here for a step by step FAQ.