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Deactivating/Reactivating a Member
Deactivating/Reactivating a Member
Peter Novosel avatar
Written by Peter Novosel
Updated over 3 weeks ago

How to Deactivate or Reactivate a Member in SmartSuite

Plan Availability

All plan types

Permissions

Administrator: Can deactivate, reactivate, or delete members.

Related Reading

Sometimes, you may need to temporarily deactivate or permanently delete a member's profile in your workspace. This guide explains how to deactivate, reactivate, or delete members and the impact of each action.


Key Information

  • Inactive Members:

    • Cannot log in, be selected in member lists, or be tagged in comments, SmartDocs, or other features.

    • Can be reactivated at any time.

  • Deleted Members:

    • Permanently removed from your workspace after a grace period.

    • Cannot be restored once deleted.


How to Deactivate a Member

Administrators can deactivate a member's profile using one of two methods: via the Members List or the Manage Member Interface.


Method 1: Deactivating from the Members List

  1. Log in with Administrator permissions.

  2. Open your profile menu by clicking your icon in the top-right corner.

  3. Select Workspace Administration from the menu.

  4. Go to the Manage Members tab.

  5. Locate the member you wish to deactivate in the list.

  6. In the STATUS column, change their status to Inactive.


Method 2: Deactivating from the Manage Member Interface

  1. Navigate to the Manage Members tab (steps above).

  2. Click the name of the member you want to deactivate.

  3. Select Edit in the Profile Information section.

  4. Change the STATUS field to Inactive.

  5. Click Update Profile Information to save changes.


How to Reactivate a Member

Reactivating a member is just as simple:

  1. Open the Manage Members tab.

  2. Locate the inactive member’s profile.

  3. Change their STATUS back to Active.

  4. The member is instantly restored and can log in and use SmartSuite.


What Happens When a Member is Deactivated During an Active Session?

If a member is deactivated while logged into SmartSuite:

  • They will be immediately logged out.

  • A message will appear, explaining the deactivation.


Practical Scenarios and Use Cases

Temporary Leave

Scenario: A team member takes a leave of absence.
Solution: Deactivate their account to prevent access while retaining their profile for future use.

Security Concerns

Scenario: You suspect unauthorized activity on a member’s account.
Solution: Deactivate the account immediately to prevent further access.

Staffing Adjustments

Scenario: A seasonal employee finishes their assignment.
Solution: Mark the profile as inactive rather than deleting it for potential reactivation.

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