Admin Center: Deactivate or reactivate users

Learn how to deactivate or reactivate users in the Smartsheet Admin Center.

Who can use this?

Plans:

  • Pro
  • Business
  • Enterprise

Permissions:

  • System Admin

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Check out Overview: User deactivation and reactivation for more information around the effects of deactivating and reactivating users in your Smartsheet plan, including limitations and policies for reactivation.

Deactivate users

To deactivate users:

  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 Management page displays.

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

  4. Select Deactivate User.

    A dialog box displays.

  5. Select Deactivate to confirm the action.

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.

Find deactivated users

To find deactivated users:

  1. On the top right of the User Management page, change the filter setting from Show All Users to Deactivated.

  2. Search for the deactivated user account.

    Find deactivated users in Admin Center

Reactivate users

  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 Management page displays.

  3. Hover over the row of the user account you want to manage. On the right side of the row, select  Group management kebab menu  to open the action menu.
  4. Select Reactivate User.

Users managed through Directory Integration

The 30-day reactivation policy applies exclusively to users managed in Admin Center. If you manage users through Directory Integration (DI) and are attempting to reactivate a user after the 30-day window, do the following:

  1. Temporarily deactivate DI in Smartsheet
  2. Remove the user via Admin Center
  3. Reactivate DI in Smartsheet
  4. Add the user to the relevant groups

This process will allow you to re-provision them through DI.

Notes

  • You can't revoke access to Smartsheet or deactivate users through external integration.
  • Deactivating a user immediately revokes all API access tokens they've generated. The deactivated user can no longer use them.
  • The Admin Center and API calls will display an error message if you attempt to reactivate a user after the 30-day period following their deactivation.