Remove a User from a Billing Account

You may want to remove users from your QuickBase billing account for a number of reasons. You may have added a user by mistake, or you may want to make sure someone who has left your company no longer has access to your applications.

QuickBase provides three different ways you can remove users from your billing account:

• Delete

• Deny

• Deactivate

Note: QuickBase does NOT count denied, deactivated, or deleted users in the user count connected with your billing account.

Delete, Deny, Deactivate quick reference

The table below describes the Delete, Deny, and Deactivate options and provides a summary of differences you can use at a glance. For more explanation about each option, see the sections that follow.

About Deleting users

The Delete option removes a user's profile from QuickBase. To use Delete, all of the following conditions must be true:

• You must be the billing account administrator of a billing account that has a domain name registered with QuickBase.

• The user's email address must match the domain name registered with QuickBase for the billing account

• The user must be unverified in all realms associated with the billing account. An unverified user has registered but has yet to fully complete the process by clicking on the link in the verification email sent by QuickBase to confirm that the user really is at the email address given upon registration. Unverified users cannot sign-in. If a verified user changes his/her email address they can drop back to unverified status.

What happens when I delete a user?

Deleting an unverified user completely removes that email address from the billing account and removes access to any applications that were shared with that email address. Be aware that if the deleted user had been explicitly added to an application before you deleted the user, the deleted user will display as "??" on the Manage Users list of that application. To remove the "??", simply check the box in the Remove column next to "??" and click Save Changes.

When should I use Delete?

You might choose to use Delete in any of the following situations:

• You sent an invitation to the wrong user by mistake.

• You misspelled a user's email address.

• You sent an invitation to a user, but changed your mind about allowing access.

In any of the scenarios above, you can use Delete to remove the user record as long as all of the conditions listed above are true. If any one is not true, you need to use Deny or Deactivate to ensure the user has no access to your applications.

About Denying users

The Deny option lets you ensure that a verified user no longer has access to any of the applications in your Billing Account. You can use Deny as long as at least one of the following two conditions are true:

• You can't delete the user because he or she has confirmed registration by clicking the verification link sent by QuickBase.

• You don't have control over the user's email address; that is you have either not registered your company's email domain with QuickBase OR the user is signed up with an email address that is not your company's email domain.

Note that Deny prevents a user from accessing any applications in your billing account only. Users who have access to applications in other QuickBase billing accounts will be able to continue using those applications, even after you've denied them access to your billing account.

What happens when I deny a user?

QuickBase places the user on the Deny list and prevents the user from logging into any application in your billing account.

Note that a denied user still appears in the user list on the Manage Users page for any application to which they've been added. You can identify denied users easily, though. The note on deny list appears in red after the names of all denied users. If you want, you can remove denied users from your Manage Users page using the Remove option.

When should I deny a user?

Use Deny in any situation where you want to prevent a user whose email address you don't control from accessing applications in your billing account. For example, imagine that  a vendor outside of your company is a user in one of your QuickBase applications. In the middle of the  project, you decide to switch vendors. You can use Deny to make sure the first vendor is not able to access your application.

About Deactivating users

The Deactivate option lets you ensure that a verified user no longer has access to any application in QuickBase. You can use Deactivate only if you have control over the user's email address; that is, your company's email domain has been registered with QuickBase.

What happens when I deactivate a user?

Once you've deactivated a user, the user will never be able to log into QuickBase again using the company's email address.

When should I deactivate a user?

Use Deactivate when a QuickBase user who worked for your company has taken a position with another company. Once you've deactivated the user, he or she is not able to log into QuickBase again using your company's email address.

FAQ - How do I know whether or not I own the user's email address?
While you may know that your company owns a particular email domain (like @samplecompany.com, for example), the real requirement here is that QuickBase knows it. Otherwise, QuickBase won't let you deactivate a user. Learn more about registering your email domain with QuickBase.

To deactivate, delete, or deny access for QuickBase users:

You can use the Users With Access tab to deny access to users, as well as deactivate or delete them. You can search for users by first name, last name, screen name, and email address. You can filter the list based on user status and can sort the list by any column you wish by clicking  the column header

1. On your My QuickBase page, click Manage your billing account, and then click the Users with Access tab.

2. Locate the user or users you want to select.

3. Turn on the checkbox next to all users for whom you want to deny access, deactivate, or delete.

4. Click the appropriate button for your action: Add to Deny List, Deactivate, or Delete.
   
   A pop up box appears, asking you to confirm the action.

5. Specify whether you want to remove the user's name from groups within your account and click Add to Deny List, Deactivate, or Delete to confirm the action.
   
   A pop up box appears displaying a message indicating how many people were denied, deactivated, or deleted. The message also indicates the number of users you were not allowed to deny, deactivate, or delete.

You can also deny a user access using the Manage Billing Account page's Deny tab:

1. On your My QuickBase page, click Manage your billing account, and then click the Deny tab.

2. Within the Deny List, click Add User.

3. Within the User Picker that displays, find the user(s) that you want to exclude from access, click Add to send each one to the list on the right side of the Select a User dialog box, and then click Done. (Read more about the User Picker.)

4. Click Save Changes.

To grant a "denied" user access again:

Say you've re-hired that consultant to help you with your new project. You can easily remove her from the Deny list and give her access to your account again. To do so:

1. On your My QuickBase page, click Manage your billing account, and then click the Deny tab.

2. Within the Deny List, locate the user you want to reinstate.

3. Select the checkbox in the Remove column

4. Click Save Changes.

Related Topics

• Reactivating a User Account
• Find out what the terms in the User Status column mean

© 1999-2010 Intuit Inc. All rights reserved.