Overview
As with other software, there are times when an administrator or manager needs to remove a user from the Ramp platform. Ramp offers two ways to do so: deactivation and deletion. To learn more about the different considerations for either process, please refer to this article. Below, we will cover the step-by-step process for either flow.
Jump to:
Deactivate a user
- Go to the Company > People tab.
- Locate and click on the employee you want to terminate.
- Click on Edit Profile.
- Scroll down to the bottom of the page.
- You will find the option Deactivate account.
After that the user will be displayed as Inactive in the people tab.
Delete a user
- Go to the Company > People tab.
- Locate and click on the employee you want to terminate.
- Click on Edit Profile.
- Scroll down to the bottom of the page.
- You will find the option Permanently remove account.
Please note: Users will not be notified regarding the termination of their account.
If a user is present in an approval chain, you will need to remove them from the approval policy before you can terminate them from Ramp. Additionally, you'll be able to reassign or terminate the user's active cards and funds when you follow the termination steps on your Ramp dashboard.
What happens to reimbursements?
- If a user has a pending reimbursement (not approved), it will be canceled upon termination.
- If a reimbursement has been approved and is ready for payment, it will still be processed.
What happens to transactions?
- Transactions made by the terminated employee will still be visible on your Ramp dashboard.
- You can download these transactions in the CSV export and review them if necessary.
- To locate the transactions, search the merchant name under the 'Transactions' tab or click on the terminated employee's profile.
- For accurate transaction records, it is recommended to use your accounting software as the source of truth.
Please note: Physical cards will always be terminated with the cardholder. The terminated employee's transactions will still be applied to your next statement. To prevent further transactions, it is advisable to terminate the card associated with the ex-employee.
What happens to pending spend requests and pending invites for terminated users?
- Pending spend requests and invites for terminated users will be deleted upon termination.
Delete multiple users
If you have multiple users to remove from your Ramp account, you can terminate many at once.
- Go to the Company > People tab
- Select the users you want to terminate by clicking the checkbox next to their names
- Once selected, you can click the Remove users button on the bottom right
- You will need to determine how to handle approvers who are being terminated. You have options to reassign approval seats to the terminated users' managers or select a single user to take the place of any approvers who are being terminated.
- You'll also need to decide what to do with these users' virtual cards and funds. You can terminate them, reassign them to their managers, or reassign them to a single user.
Close an entire Ramp account
If your organization needs to close its Ramp account entirely, this process is separate from deactivating or deleting individual users.
To request account closure:
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Contact Ramp Support by submitting a support request.
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The request must come from the account Owner.
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Ramp will require confirmation from at least one additional Admin user to proceed with the closure.
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Once confirmed, Ramp will begin the account deactivation and fund settlement process