You can revoke a user's access to NetGym right away without waiting on a change in your scheduling system.
Use it when someone leaves your team but has to stay in your scheduling system for a while — for payroll or HR compliance, for example. Moving them to Inactive returns them to Not Yet Invited status, the same state they were in before you first invited them.
Permissions: You can only move a user to Inactive if they hold a lower role than you.
How to move a user to Inactive
Navigate to Settings → Users → Active.
Find the user's row and click the ⋮ menu on the right, next to the edit icon.
Select Move to Inactive.
Confirm in the pop-up: "Move [name] to Inactive? They'll return to Not Yet Invited status and stop receiving notifications."
Moving a user to Inactive only revokes their NetGym access — it doesn't deactivate or remove them from your scheduling system. That sync stays separate.
How upcoming class coverage is handled
If the user is the approved sub for any future classes, NetGym stops you before completing the move. A modal lists the affected classes — class name, location, date/time, and who they're covering for — and gives you two options:
Cancel — back out and reassign or remove the coverage manually first.
Reopen Subs & Move to Inactive — proceed with the move. The user's approved sub spots reopen automatically and become available for other staff to pick up, so no class is left uncovered.
How to bring a user back
A user you've moved to Inactive sits on the Inactive tab under Not Yet Invited status — the same place newly synced users land. To bring them back, invite them again the same way you would any other user.
Frequently Asked Questions
Will the user be notified when I move them to Inactive?
Will the user be notified when I move them to Inactive?
No. Moving a user to Inactive doesn't send them a notification — they'll simply stop receiving schedule and sub request notifications going forward.
Does this remove the user from my scheduling system?
Does this remove the user from my scheduling system?
No. Move to Inactive only changes their access in NetGym. Deactivating or deleting them in your scheduling system is a separate step, and still the only way to fully remove them from NetGym.
What happens to their approved sub assignments?
What happens to their approved sub assignments?
Any classes they were approved to sub for reopen automatically and become available for other staff to pick up.
Why don't I see the Move to Inactive option for a user?
Why don't I see the Move to Inactive option for a user?
You can only move users to Inactive who hold a lower role than you.
Can I undo a Move to Inactive?
Can I undo a Move to Inactive?
Yes. Invite the user again from the Inactive tab, the same way you activated them the first time.
Looking for the full picture of how users sync into and out of NetGym from your scheduling system? Click here.