Administrators deactivate a member by setting their STATUS to Inactive on the Manage Members page; the member can no longer sign in or be selected, but their profile and history stay and you can set them back to Active at any time. Deleting a member is permanent.
Plan Availability | All plan types |
Permissions | Administrator: Can deactivate, reactivate, or delete members. |
Platform | Web |
Related Reading |
This guide explains how to deactivate, reactivate, or delete members and the impact of each action.
What is the difference between an inactive and a deleted member?
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 do I 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: 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: From the Manage Member dialog
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 do I reactivate a member?
To reactivate a member:
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 if the member is signed in at the time?
If a member is deactivated while logged into SmartSuite:
They will be immediately logged out.
A message will appear, explaining the deactivation.
What are common reasons to deactivate?
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 changes
Scenario: A seasonal employee finishes their assignment.
Solution: Mark the profile as inactive rather than deleting it for potential reactivation.
Frequently asked questions
Does SmartSuite charge for inactive members?
Billing counts active members at the start of each billing interval, so a member set to Inactive before the next interval is not billed for it.
Should I deactivate or delete someone who has left?
Deactivate. The profile, its assignments and its history stay in place and the member cannot sign in. Delete only when you are sure; deleted members cannot be restored.
We removed a member but they still receive SmartSuite emails. Why?
Check whether they are still a billing contact under Plans & Billing, and whether a pending invitation is still open on Manage Members; remove both.
How do I hide former clients without losing their records?
Those are records, not members. Add a Status or Active field to the table, set it on the former clients, and filter your views to hide them; the records and their notes stay.
Last verified 21 Oct 2026 against this article as Product wrote it in Feb 2025 and the Billing Basics article (active members billed at the start of each interval)