2 min read
Why prompt removal matters
A former colleague who still has access is a live risk — even if you trust them, their credentials could be compromised after they leave, and they may retain visibility of information they should no longer see. The safest habit is to remove access on the day someone leaves, as part of your normal offboarding. It takes under a minute.
How to remove someone
- Sign in with administrator rights and open Users.
- Find the person in the list.
- Choose Remove (or Downgrade if you only want to reduce their access).
- Confirm. Their access ends immediately and any session they have open is closed.
Removing an administrator
Before removing an administrator, make sure at least one other administrator remains, or you could lock the account's management. If the person leaving is your only administrator, first transfer the administrator role to someone who is staying, then remove them.
Tidy up after removal
If the departing person knew any shared secret — a password that was, wrongly, shared, or details for a shared mailbox that receives alerts — change it now. Confirm your alerts still go to a current address, and review the whole user list while you are there.
Frequently asked questions
Does removal happen straight away?
Yes. Access ends immediately and any session the person has open is closed, so there is no window after removal in which they can still act.
What if the leaver was our only administrator?
Transfer the administrator role to someone staying first, then remove the leaver. Never remove your last administrator, or account management will be stranded.
Can I temporarily suspend access instead of removing it?
You can downgrade someone to a Viewer or remove them entirely and re-invite later. Removal is cleanest for a genuine leaver; downgrade suits a temporary change.
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