When to Use This
A rep has quit and should no longer have access to Sequifi
A rep has been terminated and needs to be removed from the system
You need to pause a rep's payroll while reconciling their account
A rep owes money to the company and you need to hold their pay until it's resolved
A rep is on a leave of absence and shouldn't receive pay temporarily
Who Can Suspend Access and Stop Payroll
These actions require admin-level access. If you're a manager without admin access, you'll need to contact your admin to suspend a rep or stop their payroll.
Understanding the Three Options
Sequifi provides three different actions for handling rep departures or payroll issues:
Suspend Access This removes the rep's ability to log in to Sequifi, but they will still be paid on payroll. Use this when:
You want to prevent someone from accessing the system
They should still receive any pending commissions
You're not ready to fully stop their payroll yet
Stop Payroll This pauses all payments to the rep, but their account remains in the system. Use this when:
You need to reconcile or true up their account
They owe money that needs to be collected before paying them
You want to hold pay while investigating an issue
The rep has left but still has accounts in the pipeline
Terminate This completely removes the user from the system. Use this rarely and with caution because:
It deletes the rep from Sequifi entirely
Accounts attached to this rep may become orphaned
Historical data and reporting may be affected
In most cases, you'll want to use Suspend Access and Stop Payroll together rather than Terminate.
Step-by-Step Walkthrough
Accessing the Rep's Profile
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.
Click the gear icon in the upper right corner.
Select "User Management." This opens a list of all users in the system.
Search for the rep you need to manage. Type their name in the search bar.
Click on the rep's name. This opens their profile with management options.
Suspending Access
To remove a rep's ability to log in while keeping them on payroll:
On the rep's profile, look for the action buttons. You should see options for Suspend Access, Stop Payroll, and Terminate.
Click "Suspend Access."
Confirm the action when prompted. The rep's login will be disabled immediately.
Verify the status has changed. The rep's profile should now show that their access is suspended.
What happens after suspending access:
The rep can no longer log in to Sequifi
They will still appear on payroll and receive payments
Their accounts remain attached to them
Managers can still view their profile and performance
Stopping Payroll
To pause all payments to a rep:
On the rep's profile, click "Stop Payroll."
Confirm the action when prompted. Payroll will be stopped immediately.
Verify the status has changed. The rep's profile should now show that their payroll is stopped.
What happens after stopping payroll:
The rep will not receive any payments
Pending commissions and overrides will accumulate but not pay out
The rep's accounts remain in the system
You can review and reconcile their account before restarting pay
Suspending Access AND Stopping Payroll
In most departure situations, you'll want to do both:
Click "Suspend Access" first. This prevents the rep from logging in.
Then click "Stop Payroll." This holds their pay until you've resolved any outstanding issues.
This combination allows you to:
Prevent the rep from accessing the system
Hold their pay while you reconcile their account
Keep their records intact for historical reporting
Maintain the connection between the rep and their accounts
Restarting Access and Payroll
If you need to restore a rep's access or restart their payroll:
To Grant Access Again:
Go to the rep's profile in User Management.
Click "Grant Access." This replaces the Suspend Access button when access is currently suspended.
Confirm the action. The rep can now log in again.
To Start Payroll Again:
Go to the rep's profile in User Management.
Click "Start Payroll." This replaces the Stop Payroll button when payroll is currently stopped.
Confirm the action. The rep will be included in future payroll runs.
When to Use Terminate (Use with Caution)
The Terminate option completely removes a user from Sequifi. This should be used very rarely because:
It deletes the rep from the system entirely
Accounts may lose their connection to the rep
Historical reporting becomes more difficult
The action may not be easily reversible
When Terminate might be appropriate:
The rep was created by mistake and never actually worked
Duplicate profiles need to be cleaned up
You're certain there are no accounts or historical records attached
When NOT to Terminate:
The rep has any accounts attached to them (past or present)
You need to maintain historical records for reporting
The rep might return to the company in the future
There are any pending commissions or clawbacks
In almost all cases, Suspend Access plus Stop Payroll is the better choice.
Handling Common Scenarios
Rep Quits Voluntarily
Suspend their access so they can no longer log in.
Review their pending accounts to understand what's in the pipeline.
Decide whether to stop payroll or let remaining commissions pay out.
If they owe money, stop payroll until the balance is resolved.
Communicate with the rep about their final pay and any outstanding amounts.
Rep is Terminated for Cause
Suspend their access immediately to prevent system access.
Stop their payroll to hold payments while you review the situation.
Review their accounts for any issues or concerns.
Determine final pay based on company policy and any amounts owed.
Restart payroll for final payment once everything is reconciled, or process manually if needed.
Rep Owes Money (Clawbacks, Draws, etc.)
Stop their payroll to prevent further payments.
Review their account balance to understand what's owed.
Work out a resolution with the rep (payment plan, withholding from final pay, etc.).
Restart payroll once the balance is resolved or an agreement is in place.
Rep is on Leave of Absence
Consider whether to suspend access during the leave.
Stop payroll if they shouldn't receive pay during the leave.
Document the leave dates for your records.
Restart access and payroll when they return.
Tips and Common Mistakes
Don't terminate users who have accounts. Terminating a rep with attached accounts can cause problems with reporting and commission tracking. Use Suspend Access and Stop Payroll instead.
Stop payroll before final reconciliation. If a departing rep has pending clawbacks or owes money, stop their payroll first so you can sort out the balance before any final payment.
Communicate with the rep. Let them know their access has been suspended and what to expect regarding final pay. This helps avoid confusion and disputes.
Keep records of why actions were taken. Document why you suspended access or stopped payroll in case questions come up later.
Review pending accounts after a departure. A departed rep's pending accounts will still complete. Make sure you understand how those commissions will be handled.
Remember that stopped payroll accumulates. When you stop payroll, commissions don't disappear. They accumulate and will be paid when you restart payroll (unless accounts cancel).
Consider clawbacks carefully. If a departed rep has accounts that might cancel, you may want to wait before paying out final commissions to avoid owing them money that's difficult to collect.
What to Do Next
Now that you understand how to suspend access and stop payroll, explore these related topics:
Updating Employee Information – Make other changes to rep profiles
Transferring Reps Between Offices – Move team members to new locations
Clawbacks & Reconciliations – Understand how to handle account cancellations
Managing Employment Packages – Make comprehensive changes to rep agreements
If you have questions about suspending a rep or stopping payroll, reach out to your admin or our support team and we'll be happy to help!