When your HR software marks a user as inactive, Moss can automatically deactivate them – or give you a grace period to review the change first and prevent accidental deactivations from disrupting your company's spend.
By default, Moss waits 3 days before applying any HR-triggered deactivation. You can shorten or extend that delay, switch to immediate deactivation, or turn off HR-driven deactivation altogether.
Note: These settings only apply to user deactivations. User activations and all other synced data (name, email, team, department, cost centre) are always synced in real time, regardless of how you configure this.
How to update your settings
You can configure deactivation behaviour in two places:
During the HR integration setup: on the 'User sync settings' step of the setup wizard.
After setup: go to "User Management" > "HR software" and click "Manage" next to 'User deactivation'.
User deactivation sync
Controls whether Moss acts on deactivation signals from your HR system at all.
Option | What happens |
Enabled (default) | When a user is marked inactive in your HR software, Moss deactivates them – immediately or after a delay, depending on the setting below. |
Disabled | HR deactivation signals are ignored. Users keep their Moss access even if they're marked inactive in your HR system. |
If you disable this setting, any users currently scheduled for deactivation will be reverted to active. You'll be asked to confirm before the change takes effect. If you re-enable deactivation sync later, it only applies to future HR signals – no retroactive changes are made.
User deactivation behavior
Controls how quickly deactivations are applied. This setting is only active when 'User deactivation sync' is enabled.
Option | What happens |
Delayed (default) | Deactivation is held for a set number of days. The user keeps full access to Moss and their cards in the meantime. |
Immediate | The user is deactivated as soon as the HR sync picks up the change. |
When 'Delayed' is selected, choose a Delay period of 1, 2, or 3 days (The default is 3 days).
Note: We recommend the 3-day buffer – it gives you time to reassign critical subscriptions or cards before they are cancelled.
What happens during the delay
Users marked as inactive in your HR system lose access to the platform during the grace period, while their cards remain active. They are clearly identified with a “Deactivation scheduled” badge in the Users table. In the user detail panel, a banner displays the exact date when the deactivation will take effect.
At the moment a user is scheduled for deactivation, all admins in your organisation receive an email notification listing the affected users, their planned deactivation dates, and the number of active cards associated with each user.
Once the delay expires, Moss automatically deactivates the user and terminates all their active cards.
Taking action on a scheduled deactivation
Cancel the deactivation
There is no dedicated cancel button in Moss. To cancel a scheduled deactivation, either:
Reactivate the user in your HR software. Moss will pick this up on the next sync and return the user to active.
Disable deactivation sync (see above). This reverts all currently scheduled deactivations to active at once.
Deactivate immediately
If you need to deactivate a user straight away without waiting for the delay to expire:
Go to “User Management” > “Users”.
Find the user with the ‘Deactivation scheduled’ badge and open their detail panel.
Click “Deactivate now” and confirm.
This immediately revokes their access and terminates all active cards.
Frequently asked questions
What can trigger a deactivation from my HR system?
A deactivation is triggered when Moss receives a signal from your HR system. This can happen if:
A user is marked as inactive in your HR system
The permissions of the account used for the HR integration change, limiting access to user data
In the latter case, Moss may no longer receive the necessary information and interpret users as inactive, scheduling them for deactivation.
Do the user deactivation settings affect other HR data syncing?
No. These settings only control how and when users are deactivated in Moss. All other user data (activations, teams, managers, etc.) continues to sync in real time
Will a user scheduled for deactivation retain access to Moss?
No. Once deactivation is scheduled, the user cannot log in to Moss. However, their cards remain active until the deactivation is completed.
What happens to their cards?
Cards stay active during the delay period. Once the user is fully deactivated, all active cards are terminated. Reassign any critical subscriptions or payments beforehand.
How do I fix an accidental deactivation?
Reactivate the user in your HR system – Moss will pick this up on the next sync and cancel the scheduled deactivation. Alternatively, you can disable deactivation sync under "User Management" > "HR software" to revert all scheduled deactivations. This should only be used as a temporary measure while you resolve the issue in your HR system.
Can I fast-track a scheduled deactivation?
Yes. Go to "User Management" > "Users", open the user’s detail panel, and click Deactivate now.
Will the user be notified about their scheduled deactivation?
No. Only admins receive notifications; the user is not informed.
Does Moss support future-dated (scheduled) deactivations from my HR system?
No. Moss only reacts once a user is effectively marked as inactive in your HR system. If a deactivation is scheduled in advance in your HR tool, Moss will not surface it ahead of time. The user will only appear as “Deactivation scheduled” in Moss after the HR system has set them to inactive and the change is picked up via sync.