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Auto Deactivate Date

Schedule assignments and certificates to deactivate on a future date, one at a time or in bulk.

Availability: For Hiring Companies. Available to all users. The Auto Deactivate Date field appears based on your user type.

Overview

One of our most requested features is here. ⏳ The Auto Deactivate Date lets you schedule a record to deactivate itself on a date you choose, so you no longer have to remember to go back and turn it off manually.

Alongside it, deactivating a Location now automatically deactivates everything tied to that location. Two new pieces of functionality in one release.

Why it matters

Records that should have been deactivated but were left active can end up on your invoice. 💵 Auto deactivation lets you set the end date once — when you already know it — and let the system handle the rest.

Common situations:

  • A tenant is planning to move out
  • A project has a known end date
  • A seasonal or temporary assignment is wrapping up

Setting an Auto Deactivate Date on a single record

  1. Open the assignment or certificate you are tracking.
  2. Locate the Deactivate date field.
  3. Enter the future date on which the record should deactivate.
  4. Save.

On the date you set, the record deactivates automatically — no reminder or follow-up needed. ✅

Setting Auto Deactivate Dates in bulk

You can apply the same date to many records at once.

  1. From your list of records, sort or filter to isolate the group you want — for example, all records tied to a specific location.
  2. Select the records.
  3. Apply the Auto Deactivate Date to the selection.

This is the fastest way to handle a whole location, project, or tenant group in one pass. 🗃

Deactivating a Location now cascades

When you deactivate a Location, all associated records tied to that location deactivate along with it, including:

  • Vendors
  • Tenants
  • Subcontractors
  • Hotels
  • Any other assignments linked to that location

No need to walk through each associated record individually. 🔗

Tips

  • 📅 Set the date as soon as you know it — at the point of setup or renewal — rather than waiting until the end date approaches.
  • 🔍 Use sorting and filtering by location before a bulk update so you are confident you have captured the right set of records.
  • ⚠️ Deactivating a location is a cascading action. Confirm the associated records should all be deactivated before you proceed.
  • 💡 An auto deactivate date is a scheduled action, not an immediate one. The record stays active and fully usable until the date arrives.

Questions?

Reach out to your BCS account team and we will be happy to help.