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Managing team members in a Workspace

  • Updated

An admin has multiple options for managing a member in a Workspace. A member can be hidden, deactivated, removed, or deleted from a Workspace. 

Hide member

Deactivate member

Remove member from Workspace

Delete member from Workspace

Hide member

Hiding a member will prevent other team members with the role of ‘Member’ from seeing that user. Admins will be able to see all team members in a Workspace, while Members will only see non-hidden team members. Admins can hide other admins, team members, and their own account. 

Note: Only Admins can hide a user. If you have a role of ‘Member’, but would like your account hidden in the Workspace, contact your Admin.

Follow these steps to hide a team member in a Workspace:

  1. Navigate to Workspace > Manage Workspace > Members. 
  2. Click the 3 dots for the team member that you want hidden. 
  3. Click Hide member.
    _Hide_Member__Manage_Team_Members.png
  4. The team member is now hidden. 

Under the Status column, the team member will show Hidden.
_Hide_member__status.png

To unhide a team member, click on the 3 dots again and click Unhide member. 

_Hide_member__unhide_member.png

Deactivate member

Admins can deactivate a team member, but keep the account in the Workspace. This will prevent that user from logging back into the account; however, all conversations and settings will be preserved in the account. No data is deleted. If the team member wants to access the account again, an admin can reactivate the user. 

  • A prorated credit will be issued to the Workspace billing account, based on the remainder of the subscription period, for the team member that was deactivated. This credit can be applied to additional seat licenses, renewals, or prepaid minutes. Learn more about how seats work.

Follow these steps to deactivate a team member in a Workspace:

  1. Navigate to Workspace > Manage Workspace > Members. 
  2. Click the 3 dots for the team member that needs to be hidden. 
  3. Click Deactivate.
    _Deactivate__deactivate.png
  4. On the pop-up, click Deactivate to confirm.
    _Deactivate__Confirm.png
  5. The team member is now deactivated and will not be able to log into the account. 

Note: Any conversations that are shared with other people or groups from the deactivated account will still be accessible. 

If you see user has been deactivated while logging in, please contact your previous admin or contact support for help.
_Deactivate__user_has_been_deactivated.png

Reactivating

An admin can reactivate a team member anytime if the user needs access or is re-joining the Workspace. When reactivating, the Workspace will be charged a prorated amount for the seat license based on the remaining subscription cycle. 

Follow these steps to reactivate a team member in the Workspace:

  1. Navigate to Workspace > Manage Workspace > Members. 
  2. Click the 3 dots for the team member that needs to be reactivated. 
  3. Click Reactivate.
    _Deactivate__reactivate.png
  4. On the pop-up, click Reactivate to confirm.
    _Deactivate__confirm_reactivate.png

The team member can now log in and access all previous conversations. For any issues logging in after reactivation, please complete a password reset or contact support. 

Remove member from Workspace

Admins can remove any user from the Workspace and revert them back to an individual Otter account. All conversations and account information will be preserved when being reverted back to an individual account. 

  • A prorated credit will be issued to the Workspace billing account, based on the remainder of the subscription period, for the user that was removed. This credit can be applied to additional seat licenses, renewals, or prepaid minutes. Learn more about how seats work.

Note: The user’s subscription will be reverted back to the Pro plan if they have an active paid subscription. If not, the user’s subscription will be on the Basic plan. 

Follow these steps to remove a user from the Workspace:

  1. Navigate to Workspace > Manage Workspace > Members. 
  2. Click the 3 dots for the team member that needs to be removed. 
  3. Click Remove from Workspace.
    _Remove_from_Workspace__remove.png
  4. On the pop-up, click Remove to confirm.
    _Remove_from_Workspace__confirm_remove.png
  5. The user is now removed from the Workspace. 

A user that was recently removed from a Workspace will see a pop-up the next time they log in, to alert them of the change. They will have the option to Contact Workspace Admin if they believe it’s a mistake or Upgrade to Business to proceed with creating their own Workspace.

_Remove_from_Workspace__user_confirmation_pop_up.png

Note: To have a user re-join your Workspace, you will need to re-invite them back to the Workspace. 

Delete member from Workspace

An admin can permanently delete a user from the Workspace. Please note that this is completely permanent and will delete all conversations, settings, and account info. Any shared conversations with people or Groups will also not be accessible after deletion. We will not be able to recover the account.

  • We recommend deactivating or removing the user from the Workspace, if there is any info that needs to be kept in the account.
  • A prorated credit will be issued to the Workspace billing account, based on the remainder of the subscription period, for the team member that was deleted. This credit can be applied to additional seat licenses, renewals, or prepaid minutes. Learn more about how seats work.

Follow these steps to delete a user from the Workspace:

  1. Navigate to Workspace > Manage Workspace > Members. 
  2. Click the 3 dots for the team member that needs to be deleted. 
  3. Click Delete forever.
    _Delete__delete.png
  4. On the pop-up, click Delete to confirm.
    _Delete__delete_confirm.png
  5. The user’s account is now permanently deleted. All conversations, settings, and info have been permanently deleted. 



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