Admin Center: Remove users

This article covers permanently removing users from your plan. If you want to temporarily suspend access instead, see Admin Center: Deactivate or reactivate users. To understand the difference between the two operations, see Overview: User deactivation and reactivation.

Removing a user permanently removes them from your plan and revokes their access to shared Smartsheet items. However, you can also decide to maintain the user's access rights. Removed users can't access your plan, and their Member designations are released.

Before you begin

• When removing a user, ensure you transfer the user's Owner permissions on Smartsheet items to another user.
• If the user has already been removed and their items are now abandoned, use the abandoned items report in Admin Center to find and reassign them.

You're responsible for ensuring your users access and use of the Smartsheet services is within authorized limits. Unauthorized access to and use of the services is invoiceable pursuant to the Limits Policy. Unless otherwise agreed in writing by Smartsheet, the removal or deactivation of users or the cessation of use of the services will not affect Smartsheet’s right to invoice for unauthorized access and use.

Remove a user

1. Sign in to Admin Center.  

2. Select the Menu icon in the upper left corner and navigate to Users and Groups > User Roles and Reports.

   The User Roles and Reports page displays.

3. Hover over the row of the user account you want to manage. On the right side of the row, select   to open the action menu.

4. Select Remove User.

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5. Admin Center shows a dialog asking whether to also remove the user's access to shared items. Make your selection, then select Remove to confirm.

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   Use the Show All Users filter dropdown in the top right corner to find users by status or type. If you can't find a user, try changing the filter setting.

Removing sharing access

When removing a user, you can use the Remove their access from all items owned by your plan option to withdraw the user's access to items in your plan. By default, this option is enabled.

If you clear this option, the user is removed from your plan and loses their Member seat, but retains their sharing permissions on any Smartsheet items they were previously shared on.

UAP users

You can remove users if User Auto Provisioning (UAP) is enabled in your plan. However, if a previously removed user signs in and isn't part of another plan, they get re-added to the original plan with UAP active for that domain.

The user doesn't display on the User Roles and Reports page unless they sign back in to Smartsheet. Learn more about UAP.

Notes

• You can programmatically remove users using our public API. Check out the Remove User API for more information.
• You can't remove yourself from a plan even if you're a System Admin. Another System Admin must remove you from the plan.
• You can re-invite a previously removed user to your plan using the same email address.
• You can't revoke access to Smartsheet or deactivate users through external integration.
• If a System Admin transfers Owner permissions for an item to another user without removing the previous Owner's sharing permissions, the previous Owner retains their Admin permissions.