Active and inactive records
Deactivating a record takes it out of service without deleting it. The organisation that maintains the record keeps seeing it, with its history, and can switch it back on at any time. Everyone and everything that only uses the record stops seeing it.
Overview#
Stores, SKUs, services, vehicles, drivers, departments, working shifts, GPS provider configurations, Petrolimex credentials, merchants and tenants can each be switched off and on again from the portal by whoever maintains them. A switched-off record is still listed for its maintainer, marked with a status badge, and opens normally. It is left out of every place that uses it: pickers on new forms, store discovery, pricing, ordering, refuelling, the mobile apps and scheduled background work. Deactivation keeps the record's history, and a deactivated SKU or service keeps its existing prices. Deletion is a separate, permanent action. The steps are on Deactivate or reactivate a record.
Two kinds of reader#
The system treats people who look at a record in two different ways.
| Reader | Sees an inactive record? | Examples |
|---|---|---|
| The maintainer: users of the organisation that owns the record, and platform operators | Yes. It stays in the list, its detail and edit pages open, and it can be reactivated | A merchant's store list, a tenant's vehicle and driver lists |
| A user of the record: other organisations, pickers, the mobile apps, background jobs | No | Tenant store lists and the store map, order and price-list pickers, GPS sync |
Inside the maintaining organisation, every user who can open the list sees inactive rows, not only the roles that can switch them. Tenant users see only a merchant's active stores; inactive SKUs and services never reach their pickers, prices or apps.
Record types#
The switch is in a Status section at the end of the record's edit form. It is labelled Active, except on integrations, where it reads Sync enabled. Merchants and tenants have no edit form for this; platform operators use the Change status action on the organisation's detail page instead.
| Record | Who can switch it | What switching it off does |
|---|---|---|
| Store | Merchant Owner, Merchant Admin | Hidden from fleets and drivers, cannot take orders and drops out of price lists. Devices bound to the store stop working at it |
| SKU | Merchant Owner, Merchant Admin | Cannot be priced, ordered or refuelled. Existing prices and history are kept |
| Service | Merchant Owner, Merchant Admin | Drops out of price lists and pickers, and no longer makes a store visible to fleets. Existing prices and history are kept |
| Merchant department | Merchant Owner, Merchant Admin | Can no longer be assigned to users. Users already in it keep it |
| Vehicle | Tenant Owner, Tenant Admin | Cannot refuel or be ordered for; GPS sync and maintenance tracking stop. History is kept |
| Driver | Tenant Owner, Tenant Admin | Cannot refuel or use the Driver App. The driver's login account is separate and stays as it is |
| Tenant department | Tenant Owner, Tenant Admin | Can no longer be assigned to users or vehicles. Users and vehicles already in it keep it |
| Working shift | Tenant Owner, Tenant Admin | Can no longer be added to driver schedules. Drivers already on it keep it until their schedule is changed |
| GPS provider configuration | Tenant Owner, Tenant Admin. Platform operators can view it but not pause it | Paused: the credentials are kept, but no data is fetched and no connection test runs until it is resumed |
| Petrolimex credential | Tenant Owner, Tenant Admin, Platform Operator | Paused: the credentials are kept, but no invoices are fetched until it is resumed |
| Merchant | Platform Operator only | Delisted: leaves tenants' merchant and store lists, so fleets cannot order or refuel there, and its devices are no longer billed |
| Tenant | Platform Operator only | Delisted: hidden from merchant and operator pickers; GPS sync, Petrolimex invoice fetch and OCR checks stop |
The help text under each switch states the same effect in the portal. Vehicles and drivers are described further on Vehicles and Drivers; how inactive stores and services affect what fleets see is on Which stores tenants and drivers can see.
Rules#
- New records start active. The Status section is not shown when a record is created.
- Lists show all statuses by default. Each maintainer list has a Status filter with All, Active and Inactive, set to All, so an inactive record is found with no filter set. On the GPS configuration lists the options read All, Active and Paused. The merchant and tenant lists show the filter and a Status column to platform operators only.
- Badges. List rows carry an Active or Inactive badge. Paused integrations show a Paused badge instead, on the list and on the tenant's detail page. Store, SKU, service, vehicle, driver, merchant and tenant detail pages show the record's status.
- Exports. The Excel export of the store, SKU, service, department, working shift, vehicle, driver, merchant and tenant lists has a Status column reading Active or Inactive.
- Pickers keep the current value. A picker on a new form offers active records only. On an edit form it also keeps the record's own current value, even if that value has since been deactivated, so the record can still be saved without losing it. Such a kept value is marked "(inactive)" in the picker. For example, an order whose driver is now inactive keeps that driver when edited, but a new order does not offer the driver.
- Filters label rather than hide. Search and report filters may still list an inactive item, marked "(inactive)", so an old saved link keeps working.
- Platform reference lists are switched on and off by platform operators outside these pages. An inactive vehicle model, unit of measure or document type is no longer offered on new forms, but a vehicle, SKU or document that already uses it keeps it. An inactive fuel item stays in search and report filters, marked "(inactive)".
Audit#
Switching a record off in the portal writes one Inactivate entry to its audit log; switching it on writes one Activate entry. A status change made through the API is recorded as a plain Update entry instead. The entry records only the status change. If other fields changed in the same save, they are recorded in a separate Update entry. Pausing or resuming an integration is audited the same way, and its credentials never appear in the entry. On the vehicle and driver activity history these entries read as a deactivation or activation. See Audit log.
Edge cases#
- Deactivated driver in the Driver App. The app's requests for the driver's profile, vehicles, orders and payment QR codes are refused; browsing stores still works. On password or biometric sign-in, or when the app opens with a saved session, the app signs the driver out and shows "Your driver profile is deactivated. Contact your fleet manager." in the app's language. Biometric sign-in stays set up for when the driver is reactivated.
- Driver login account. Deactivating a driver does not deactivate their user account, so the login itself keeps working. To stop someone signing in at all, deactivate the user account as well. See User accounts.
- Delisting is not suspending. Delisting does not stop the organisation's users signing in. A delisted tenant can still place orders, and payments to a delisted merchant are not blocked. To block those, deactivate the organisation's user accounts or suspend its subscription. Users of a delisted organisation can no longer open their own organisation's page.
- Adding a provider again. Adding a GPS provider that the tenant already has as a paused configuration is refused with "This tenant already has a paused configuration for that provider. Open it from the list and turn on Sync enabled to resume it." For Petrolimex, opening the set-up page while a paused credential exists goes to its edit page, and the Petrolimex page shows "Sync is paused. No invoices are fetched until it is resumed." with a Resume link for users who can change the credential.
- Delete versus deactivate. Delete removes a record from the portal permanently. A merchant cannot reuse the code of a deleted SKU or service, or the name of a deleted department, so deactivate a record that may be needed again.
- Fleet cards are switched off with a button on the card's detail page rather than an edit-form switch. See Fleet cards.