Do temporary passwords expire automatically?

No. The temporary password remains valid until the user logs in and updates it, or until another reset is triggered.

Why does an employee show as Inactive if I never deactivated them?

An employee account automatically displays as Inactive if their parent client business has been deactivated on the Client Businesses page. Reactivating the business restores all staff accounts.

Can a deactivated user still be searched in the table?

Yes! Deactivated users remain visible in the directory with red Inactive pills. You can reactivate them at any time with a single click.

👥Agency Users, Roles & Team Access

Password Resets, Deactivations & Client Retention Workflows

Generate secure one-time temporary passwords, activate or deactivate accounts safely, and proactively manage subscription expiry renewals.

Last updated on Sep 2, 2026• Verified for Karo Simple Agency

#Handling Client Password Lockouts

Clients and staff members occasionally forget their login credentials. As their managing agency, you can resolve lockouts immediately without waiting for automated email reset links.

#Step-by-Step: Generating a Secure Temporary Password

Open the User Edit Window

In the Agency Users table, find the locked-out user and click the Edit pencil button on their row.

Click "Reset Password"

Inside the Edit modal, click the "Reset Password" button located beside the primary save controls.

Confirm the Action

A confirmation dialog will appear. Click "Yes, Reset" to proceed.

Copy the Temporary Password Immediately

The security engine generates a cryptographically random temporary password (e.g. "Tk8#mLqz") displayed inside a highlighted box. Click the Copy button next to it.

Transmit to User and Prompt Password Update

Send the password to the user over WhatsApp, SMS, or phone. Advise them to log in and update their password to a personal one under their Profile settings.

Crucial Security Rule: One-Time Display Only

The generated temporary password is displayed on your screen ONCE. For security compliance, it is hashed and never stored in plain text. If you close the window before copying the password, you must click Reset Password again to generate a new key.

📸 Visual Guide: Screenshot 5 - Reset Password One-Time Display Modal

The temporary password generation box displayed after confirming reset. 🔍 What is shown: • Highlighted security box showing generated password string: "Tk8#mLqz". • 1-click "Copy to Clipboard" icon. • Prominent warning notice: "This password will not be shown again once you close this window".

#Account Lifecycles: Activating vs Deactivating Users

When an employee leaves a client company, or when a business pauses their agency retainer, you can deactivate the user account in seconds:

Deactivating a Client Owner: Their business login is suspended. However, all store data, review libraries, QR stand configurations, and historical scan records remain completely safe.
Deactivating an Employee: The staff member can no longer log in, and their individual QR code stops accepting new review scans. All historical reviews attributed to them remain in the company leaderboard.

Real-World Staff Resignation Example

A salon stylist named Suresh resigns. You open Agency Users and deactivate Suresh's account. His personal QR code stops functioning immediately. Three months later, Suresh rejoins the team. You simply toggle his account back to Active, and his original QR code resumes working without reprinting any cards!

📸 Visual Guide: Screenshot 6 - Deactivate User Confirmation Dialog

The confirmation prompt when toggling a user to Inactive. 🔍 What is shown: • Warning prompt: "Are you sure you want to deactivate this user account?". • Summary clarifying that login access will be paused but historical review data is preserved. • Red "Confirm Deactivation" button.

#Proactive Retention: Monitoring the Expiry Date Column

High-performing agencies maintain strong client retention by proactively monitoring the Expiry Date column in their directory:

Green Expiry Date: The client's subscription is active and in good standing.
Red Expiry Date: The client's plan has lapsed. Features may be restricted, and review collection could stall.

The 7-Day Renewal Habit

Review your Agency Users table every Monday morning. If any client shows an expiry date within the next 7 days, reach out to ensure uninterrupted service before their dashboard locks.

📸 Visual Guide: Screenshot 7 - Red Expiry Date Highlighting in Directory Table

Close-up of directory table rows showing subscription status indicators. 🔍 What is shown: • Active client row with green "Expires: 28 Nov 2026" badge. • Lapsed client row with red "Expired: 31 Aug 2026" warning badge. • Quick filter button to display all expiring accounts.

#Frequently Asked Questions

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