When someone leaves your business, revoke their access instead of deleting them. They can't log in any more, but their time entries, bookings and task nominations stay in Drum, and reports for the time they worked still include them. If they come back, you can restore their access later.

You need Delete Account Users to revoke access, and Update Account Users to restore access or edit employment dates. Account admins can do all three.

Revoke a member's access

Go to Settings → User Accounts and open the member.
Select Revoke Access.
Pick their Last working day. If there's an earliest date you can pick, it's shown under the field. It can't be before the last day they have time recorded.
Select Revoke Access to confirm.

They lose access straight away and show as Access revoked on the members list.

Their last working day ends their employment period, work schedule, team memberships and roles on that day. Reports that cover that day still include them. Reports after it don't.

The last working day is normally today or earlier. If they already have time recorded after today, you can still revoke their access and pick a later last working day so that time stays covered.

You're credited the subscription value for this person, depending on your Drum billing cycle and when you revoke their access.

You can't revoke the account owner's access. Drum team members on your list are managed by Drum, so contact Drum support to remove them.

Restore a member's access

Go to Settings → User Accounts and open the member. They show as Access revoked.
Select Restore Access.
Pick their Return date. The earliest return date is shown under the field. It's the day after their last working day.
Select Restore Access to confirm.

They can log in again straight away. The return date starts a new employment period and a new work schedule, so they have capacity again, and their default role starts again from that day.

Team memberships and other roles stay closed. Add them to a team again once you know where they're working.

The return date can't be after today, because their access comes back as soon as you save. The only exception is when their last working day is still ahead. Then you can pick the day after it.

If you invite them again instead

Sending a new invitation to someone whose access is revoked works too. When they accept, they get their access and a new employment period back from that day. If the role on the invitation has been deleted since you sent it, they keep the default role they had when they left.

Want a new person to use a shared mailbox login? See How to reuse a shared mailbox login after someone leaves.

Edit employment dates

Each member page has an Employment section that lists their employment periods, newest first, for example 3 Feb 2025 to Present. Use it to fix a start or end date that's wrong.

Go to Settings → User Accounts and open the member.
In Employment, select Edit next to the period.
Change the First day or Last day. Both dates are inclusive.
Select Save.

Reports pick staff from these dates, so a change moves who appears on past reports. A few rules keep your staff and project totals matching:

Periods can't overlap, and each person can only have one open period.
An edit can't leave recorded time outside every period.
If the person still has access, their current period has no last day. To end it, use Revoke Access with a last working day.
If their access is revoked, every period needs a last day. Use Restore Access to start a new one.
You can't move a first or last day into the future.

If a date isn't accepted

If you see Last working day is not a valid date, Return date is not a valid date or First day is not a valid date, the date in that field wasn't complete. Pick it again from the date picker and save.

If the date is complete but outside the allowed range, Drum tells you why. Check the earliest date shown under the field, or the rules above.

How this affects reports

Staff reports, Insights pages and dashboard widgets include people by their employment period, team and default role during the report period, not by who's current today. See Staff resourcing views and capacity reference for more.

How to revoke or restore a member's access