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Understanding user states in Ramp

Note: This article primarily applies to Ramp Administrators.
Cardholders may find other articles in the Ramp overview section to be more applicable.

Overview

When bringing your employees onto Ramp, it is essential to maintain good practices when handling user onboarding, management, and offboarding. To that end, below is a guide on the different states a user can take in Ramp, so that as an administrator you can become comfortable knowing when to take action and make the right changes to a user or intervene as needed. Overall there are four states in increasing order of precedence to be made aware of when handling user access:

  • Active
  • Invited
  • Inactive (Deactivated)
  • Deleted

The content below will cover all four states and considerations.

Jump to:

Active

Users become active once they accept their Ramp invite. This is the "ordinary" state for most users on Ramp. Active users can enjoy the following benefits:

  • They can spend money on Ramp via card or bill pay
  • They can submit reimbursements
  • They can serve as approvers in approval policies and delegates for others

Invited

An invited user is an individual who has an active invite to the Ramp platform that has not yet been accepted. Invited users can be viewed on the People page - if the business uses SCIM/HRIS they are found by clicking the Team updates button, otherwise they are under Pending invites. For more details on inviting users, please refer to this article.

Inactive 

An inactive user is an individual who has been deactivated, but not deleted from the Ramp platform. While deactivation and deletion are similar, an important distinction is that deactivation is reversible.

Upon deactivation, users will be in an inactive state with the following behavior:

  • They cannot log into Ramp
  • They cannot spend on cards or funds
  • They will not receive Ramp notifications

Upon reactivation, they will regain these benefits. However, note that the users on Ramp will not be deleted, their cards and funds will not be terminated, and they will remain listed in workflows - a change from the previous behavior with user deletion.

Impact on workflows and approvals

While a user is inactive:

  • They will have "(Inactive)" after their name on the Company > People table.
  • They will remain in their assigned Ramp workflows.
  • They will remain as managers if they are assigned as such.
  • However, they will be unable to perform actions related to these duties due to their inability to log into Ramp.
  • They will not be included in the Ramp Plus billing policy.

Deleting users and terminating cards and funds

Ramp will no longer automatically delete users and terminate their cards and funds based on a SCIM instruction. If a customer wants to delete users and terminate their cards and funds permanently, they need to log in to Ramp and perform these actions manually.

When performing these actions on Ramp, customers will have options to:

  • Terminate or reassign any active cards or funds.
  • Replace the user in any active workflows.

Deleted

A user is deleted when they have been entirely removed from Ramp. Note that, unlike deactivation, deletion is final and cannot be undone.

When a user is deleted from Ramp, the following occurs:

  • They lose the ability to spend on the Ramp platform via cards or funds.
  • Their physical cards and funds are terminated, if they weren't previously transferred upon deletion.
  • Any open reimbursements are terminated.
  • They are deleted as approvers in approval policies and as delegate approvals, also if this approver status wasn't previously transferred upon deletion.

Setting an expiration date to deactivate a user

Expiration dates allow you invite contractors, consultants, seasonal workers or job candidates without the hassle of manually deactivating them later.

To set an end date for a user's Ramp access:

  1. Click on the Company > People tab and select the Invite people button on the top right.
  2. Enter the user's information.
  3. Under the Details section, select the Deactivation date.
  4. Send invite.

Note: Deactivation is optional for Admins to add to all user roles, including Guests (Ramp Plus only).

What happens when a user expires?

  • They lose access to login and spending capabilities
  • Admins retain access to the user's reimbursements, cards, and vendor information
  • Admins can transfer their cards and vendor ownership to another user
  • The account can be reactivated at any time by an Admin
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