Two of the most common admin questions have the same root: understanding what each status in People actually means. 🔄
The three live states
Not invited — the person exists in All Gravy but has never been sent an invitation. They cannot sign in. This is normal for staff imported in bulk before you are ready to launch.
Invited — an invitation has gone out and they have not signed in yet.
User — they have signed in at least once. From this point they can always get back in with a fresh login code.
"Why is my rehire stuck on Invited?"
Because Invited means never signed in, not "invitation pending". If someone was added, never signed in, left, and has now come back, they stay on Invited until the first time they actually log in.
Nothing is broken and re-sending the invitation repeatedly will not move them. What moves them is the person signing in once.
Worth checking: that the email address on their record is the one they can actually receive mail at. A wrong address is the usual reason a rehire never gets in.
"Why does a leaver still show as active?"
Because deactivating is a deliberate step. Someone leaving your business does not remove them from All Gravy on its own.
There are three separate deleted states, and which one applies decides whether it can be undone:
Removed inside All Gravy — reversible. An Admin or Staff Manager can reactivate them and their history comes back.
Removed in your rota or scheduling system — not reversible from inside All Gravy. They return automatically if that system adds them back and syncs.
All data permanently deleted — anonymised, with no restore path.
If a leaver is still showing, deactivate them in People. If they are showing despite being deactivated, the rota system is likely re-adding them on each sync — fix it there.
Duplicates
A person can end up on the list twice if they were re-added under a different email address rather than reactivated. Reactivate the original record where you can, rather than creating a new one, so their training history and records stay attached to them.
💬 Not sure which state someone is in? Chat with us with their email address and we will check. 🙏