Summary: This guide is for admins who manually deleted a user in Speakap while that employee is still active in the HR system. It explains why User Sync will not automatically bring the user back, how to restore the account if the deletion was a mistake, and how to permanently exclude an account from future syncs.
The scenario
You manually delete a user's account in your Speakap Network Settings, but that employee is still employed and active in your HR system. Will User Sync recreate or restore them during its next run?
No. The user will not be restored. The manual deletion is not overruled by the sync, and the user stays deleted from the Speakap network.
Why doesn't User Sync restore them?
User Sync is entirely mutation-based: it only takes action in Speakap when something changes (a mutation) in your HR system.
- No change means no action. If the employee's HR profile stays exactly as it was, with no changes to their name, role, department, or employment status, User Sync detects nothing new to process.
- The result: the HR system sends no update for that employee, so User Sync sends nothing to Speakap, and the manually deleted account stays deleted.
How to restore a manually deleted user
If the deletion was a mistake and you want User Sync to recreate the account, you need to make the sync see a change. Here is the honest workaround:
- Open your HR or payroll system.
- Make a small, temporary change to the affected user's profile (for example, add a middle initial or change a phone number digit).
- Save the profile.
This creates a fresh mutation. During the next scheduled sync, User Sync detects the change and pushes the profile to Speakap, recreating the account and re-inviting the user. Once the account is active again, you can safely revert the temporary change in your HR system.
Permanently excluding a user from the sync
Sometimes you want the opposite: a Speakap account that stays disabled, even if the employee's HR profile changes in the future. To do this, the user's Employee ID must be excluded with an 'active' rule in the User Sync configuration.
- Option A (self-service): if your organization has admin access to the User Sync configuration, you can add the 'active' rule yourself to exclude the Employee ID. Learn more about the expressions to use in Guide to Custom expressions in User Sync.
- Option B (Speakap team): if you don't have access to the User Sync configuration, or you'd like help setting up the exclusion rule, email technicalimplementations@speakap.nl with the user's full details and Employee ID and ask for the account to be excluded from the sync.
Still stuck?
Email us at technicalimplementations@speakap.nl with your network name, the user's Employee ID, and what you are trying to achieve, and we'll help you out.