Organization Users — Active and Inactive Accounts

Overview

Every user account in NICE HMS is either Active or Inactive. The Organization Users table — and the admin All Users table — shows this as a green Active or red Inactive badge.

Inactive is a stored setting on the user account. NICE HMS never switches an account to Inactive on its own: there is no expiry, no inactivity timer, no bulk deactivation, and no change to user status when a subscription is renewed or expires. An account shows Inactive only because someone created it that way or set it that way later.

Where the status is shown

Where	Who sees it	What it shows
Admin → Users (All Users)	Hospital admin	Every user, with an Is Active column; click the user's ID to open Edit User
Reseller → My Organizations → organization ID	Reseller	The Organization Users table with an Is Active column

The reseller view is read-only: a reseller can see whether each user is active but cannot change it. Only the hospital's admin account can change a user's status. See Reseller Panel for the table layout.

Changing a user's status (hospital admin)

Log in as an admin.
Go to Admin → Users and locate the user.
Click the user's ID to open Edit User.
Set Is Active to True (active) or False (inactive) and submit the form.

The edit form and the list use different words for the same value: the form offers Is Active — True / False, while the list displays Active / Inactive.

What an inactive account can and cannot do

	Active	Inactive
Sign in	Yes	No
Reset its own password	Yes	No
Count toward the plan's user limit	Yes	No
Keep its clinical history and audit trail	Yes	Yes — the account is not deleted
Appear in doctor dropdowns and on printed documents	If a doctor profile is attached	Still appears if a doctor profile is attached

An inactive user cannot sign in or reset their password because both flows look up active accounts only. This produces misleading messages rather than a clear "account is inactive":

Sign in: "Invalid user Name and/or password"
Forgot Password: "This email not found"

If a user reports either message, check their Is Active status first — reactivate the account and then have them use Forgot Password.

There is no Delete option on the Users screen. Deactivating is the correct way to retire an account: it removes the subscription seat and blocks access while preserving every record the user created.

Why a user shows Inactive

There are exactly two ways an account becomes Inactive:

It was created inactive. On a paid plan, an admin can create a user with Is Active set to False. (The Free plan cannot create inactive users — "Only Paid plans can create inactive users".)
An admin set it inactive later through Edit User.

A frequent — and intentional — use of case 1 is the visiting doctor: the user account stays Inactive so the consultant cannot log in and does not consume a seat, while the attached doctor profile still appears in all clinical lists. See Creating Doctors.

Why you cannot set a user Inactive

NICE HMS blocks deactivation in three situations:

Block	Message	Why
Last admin	"Your organization has only one admin so he can not be set as inactive"	Every organization must keep at least one active admin. The same guard also blocks demoting the last admin to another role. Create a second admin first.
Currently working employee	"This user is a currently working employee, so 'isActive' must remain true."	The user is linked to an HR employee record whose status counts as working — Active, Still Not Joined, Waiting to Leave, or Suspended. Change the HR status to a non-working one (for example Resigned or Terminated) before deactivating the account.
Changing a doctor's role to Visitor	"This user Id is associated with Doctor so role cannot be visitors"	A user with a doctor profile cannot be given the Visitor role. This is a role restriction, not a status one — the account can still be made Inactive.

Why you cannot reactivate a user

Reactivating an account adds a billable seat, so the plan limit is checked:

Below 20 users / 50 beds: reactivating a non-visitor role fails when the active user count has already reached the plan's user count — "Upgrade your pricng plan as you have hit active max user limit". Visitors are counted against a larger allowance of users × 2.5 and fail with "…max user limit Even for Visitor has been exceeded".
At 20 users / 50 beds and above: the user limit is lifted, so reactivation is never blocked by the plan.

To make room, upgrade the plan, add extra users, or deactivate another account first. See Beds, Users & Plan Limits.

Effect on billing

An inactive account does not consume a seat, and only active accounts are counted for the plan limit. Renewal at a smaller user count therefore requires inactivating unwanted users first — the renewal is rejected while the active user count exceeds the new plan size. See Beds, Users & Plan Limits for the downsizing rules.

FAQ

Q: Nobody deactivated this user — why is it Inactive? A: The account was created with Is Active = False or was set inactive through Edit User. NICE HMS has no automatic deactivation, so no other cause is possible. Check the account's creation when investigating; visiting doctors are the most common intentional case.

Q: Does an inactive user still appear in the system? A: Yes. The account, its history and any doctor profile remain. A visiting doctor's profile still appears in OPD registration, prescription and discharge-summary screens even though the user cannot log in.

Q: Can an inactive user be deleted? A: No. The Users screen has no delete action; deactivating preserves the records the user created.

Q: Can a reseller activate or deactivate a hospital's users? A: No. The reseller's Organization Users table is read-only. The hospital's admin must change the status from Admin → Users.

Q: The user was reactivated but still cannot log in. A: Ask them to use Forgot Password after reactivation. While the account was inactive, the password-reset request would have failed with "This email not found", so they may not have a working password.