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
Log in with Administrator permissions.
Open your profile menu by clicking your icon in the top-right corner.
Select Workspace Administration from the menu.
Go to the Manage Members tab.
Locate the member you wish to deactivate in the list.
In the STATUS column, change their status to Inactive.
Method 2: Deactivating from the Manage Member Interface
Navigate to the Manage Members tab (steps above).
Click the name of the member you want to deactivate.
Select Edit in the Profile Information section.
Change the STATUS field to Inactive.
Click Update Profile Information to save changes.
How to Reactivate a Member
Reactivating a member is just as simple:
Open the Manage Members tab.
Locate the inactive member’s profile.
Change their STATUS back to Active.
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.