Deactivating Users
When someone leaves your team or no longer needs access, you'll want to remove them from IntelliRepo. This guide covers the process and considerations.
Who Can Remove Users
- Admins can remove Viewers and Members
- Owners can remove anyone (including Admins)
- No one can remove the Owner (only the Owner can transfer ownership)
Removing a User
- Go to Settings > Team
- Find the user you want to remove
- Click Remove or the trash icon
- Confirm the action
The user immediately loses access to the organization.
What Happens When You Remove a User
Immediate Effects
- User cannot log in to your organization
- All active sessions are terminated
- API keys they created remain active (revoke separately if needed)
What's Preserved
- Documents they uploaded remain in the collections
- Their name appears in audit logs for historical records
- Chat history (if any) is preserved
What's Removed
- Their access to all collections (public and private)
- Their pending invitations (if they invited anyone)
Before Removing Someone
Consider These Steps
- Transfer ownership of private collections they manage
- Revoke API keys they created
- Check for pending work they might have in progress
- Download any reports if they had unique access
API Keys
If the user created API keys:
- Go to Settings > API Keys
- Find keys they created
- Revoke any that should be disabled
API keys don't automatically get revoked when a user is removed.
Removing Admins
Only the Owner can remove Admins.
- Go to Settings > Team
- Find the Admin
- Click Remove
- Confirm
Consider whether to:
- First demote them to Member (to transfer responsibilities)
- Reassign any collections they managed
- Update any integrations they configured
Transferring Ownership Before Leaving
If the Owner needs to leave:
- The Owner must first transfer ownership
- Go to Settings > Team
- Find the new Owner
- Click Transfer Ownership
- After transfer, the old Owner can be removed
The Owner cannot be removed without transferring ownership first.
What If You Remove Someone by Mistake?
Re-invite Them
- Go to Settings > Team
- Click Invite Member
- Enter their email address
- Assign their role
- They'll receive an invitation email
Data Impact
- Their previous documents and content are still there
- They'll need to accept the new invitation
- Their role may need to be reassigned to match before
Offboarding Checklist
When someone leaves your organization:
- Remove from IntelliRepo team
- Revoke any API keys they created
- Remove from private collections (if applicable)
- Transfer ownership of collections they owned
- Check audit logs for any concerns
- Update any shared credentials or integrations
Deactivation vs. Role Change
Consider downgrading instead of removing if:
Keep as Viewer
- They occasionally need reference access
- They're moving to a different team
- You want to preserve easy reactivation
Remove Entirely
- They've left the company
- They no longer need any access
- Security requires complete removal
Audit Trail
All user removals are logged:
- Who was removed
- Who performed the removal
- When it happened
View in Settings > Audit Logs.
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Need Help?
Contact our support team if you have questions about user management.