As time goes by, it may be necessary to offboard certain Organisations while keeping others live in ApprovalMax. To accommodate this, you can choose to either deactivate an Organisation to keep it in a read-only state or delete it to remove its data entirely.
Please note: deactivating or deleting an Organisation stops its billing starting from the next period. Any current period charges are non-refundable, and any outstanding overages must be paid.
For example, if you have a subscription with three Organisations at 100 GBP each and one has a 50 GBP overage, your next bill is calculated as follows:
Before deletion/deactivation: 350 GBP (3 Organisations + 50 GBP overage).
Next Billing period: 250 GBP (2 active Organisations + 50 GBP overage for the deleted/deactivated Organisation).
Option 1: Deactivate the Organisation
Deactivation is the best choice if you want to stop the subscription but need to retain access to your records for audit or reference purposes.
This moves the Organisation into a read-only mode, which can be reactivated later if needed.
Available actions for a deactivated Organisation:
Even in read-only mode, you can still perform the following:
View requests: Access all historical requests and their full audit trails.
Workflows: View your approval workflows and export them to PDF.
Reporting: Use all standard and line-item reports (new accrual reports are not available).
Budgets: View and download your budget files as CSVs.
User offboarding: Manage user departures; however, only the Account Owner can be designated as the replacement for an offboarded user.
Administrative changes: You can still rename or permanently delete the Organisation at a later date.
To deactivate an Organisation:
Click on your Avatar in the top right-hand corner of the ApprovalMax app and select Billing & Subscriptions:
Go to the Organisations tab.
Click on the three-dots icon next to the Organisation you want to deactivate, select Deactivate Organisation:
In the pop-up, to confirm the deactivation, type "Deactivate" in the text box, check the box to acknowledge the billing terms, and click on Deactivate:
Once confirmed, the Organisation's plan will be listed as “Deactivated”, and you can reactivate it at any time by purchasing a new subscription.
Option 2: Delete the Organisation
Deleting an Organisation is a final, irreversible action. This is used when you no longer need the data and want it completely erased from ApprovalMax.
What happens when you delete an Organisation:
All data associated with the Organisation is permanently deleted and cannot be restored.
You will lose all future access immediately; there is no read-only mode for deleted entities.
Billing will end starting from the next billing period.
Charges for the current billing period are non-refundable, and any outstanding overage must still be paid.
To delete an Organisation:
Click on your Avatar in the top right-hand corner of the ApprovalMax app and select Billing & Subscriptions:
Go to the Organisations tab.
Click on the three-dots icon next to the Organisation you want to delete, select Delete Organisation:
In the pop-up, to confirm the deactivation, type "Delete" in the text box, check the box to acknowledge the billing terms, and click on Delete:
Please note: The deletion process may require several minutes to complete.