Inviting, suspending and removing colleagues

Learn how to control who has access to Heartsome as an HR admin: inviting colleagues, temporarily taking away access and removing someone permanently.

You do all of this via People in the left menu. Click the three dots next to a colleague. The options you see depend on that colleague's status. Is a colleague leaving? Then use Record leaving. See When a colleague leaves.

The four statuses

A label next to the name in the list shows when someone doesn't have access (yet):

• Not invited yet: the colleague is in Heartsome but hasn't received an invitation. You can already keep their details up to date, but they can't log in yet.
• Invited: the invitation has been sent, but the colleague hasn't accepted it yet.
• Active: the colleague has accepted the invitation and can log in. There's no label for this status.
• Suspended: the colleague temporarily can't log in. Their name is shown faded in the list.

Sending an invitation

Click the three dots next to the colleague and choose Send invitation. The colleague gets an email with a link to create an account and log in. They can also choose to log in with Google or Microsoft.
You can also send an invitation straight away when adding a colleague, or after an import from a spreadsheet.

What if the colleague doesn't accept the invitation?

• An invitation is valid for 14 days.
• Not accepted after 7 days? Heartsome automatically sends the colleague a reminder.
• Has the invitation expired? HR admins get a notification. Send it again via the three dots → Resend invitation. The colleague then has another 14 days.

Suspending a colleague

Suspending removes access straight away without losing any data. Use it, for example, when someone is on long-term leave or has been placed on non-active status.

1. Click the three dots next to the colleague and choose Suspend.
2. The Suspend account? window opens. Confirm with Suspend.

What happens?

• The colleague can no longer log in to your company. If they try, they see a message that their account has been suspended.
• All data is kept: profile, contracts, documents, time off and absence history, and the change log.
• Admin roles, such as HR admin, stay in place. If you reactivate the colleague, they have everything back.
• Does the colleague also work for another company in Heartsome? That access keeps working.

You can only suspend colleagues who are active. Someone who hasn't accepted their invitation can't log in yet, so there's no need to suspend them.

Reactivating a colleague

Click the three dots next to a suspended colleague and choose Reactivate. They can log in again straight away, with all their data as it was.

Does it say "No longer employed" next to the name? Then the colleague's last day has passed, and you can't reactivate or invite them. If they're staying after all, cancel the leaving. If they come back later, see Rehiring a former colleague.

Removing a colleague

Click the three dots next to the colleague, choose Remove and confirm.

So only remove someone who was added by mistake, or whose data you really don't need to keep. Is someone leaving? Then choose Record leaving in the Remove person? window. Their data is kept and their access ends by itself after their last day. Read more in When a colleague leaves.

What isn't possible?

• You can't suspend or remove yourself. You can record your own leaving: next to your own name, the three dots only offer Record leaving.
• The account owner can't be suspended or removed. Is the account owner leaving? Record the leaving, and ask the account owner to transfer the account before their last day (see Roles and permissions: who can do what?).
• Only HR admins and the account owner see the three dots.

Updated on: 21/10/2026