Managing team members in a Workspace

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

Revoke access to Workspace

Admins can revoke access to a team member through two options: 

• Removing the account from the Workspace
  • Remove and revert member(s) to an individual account, allowing them to still access data they generated while in the Workspace. The user can continue using Otter and purchase their own subscription. Previously shared conversation(s) from them will still be accessible.
• Deactivate the account, but keep the account in the Workspace
  • Deactivate and prevent member(s) from accessing account, keeping their data in your Workspace. Previously shared conversation(s) from them will still be accessible. No data is deleted. If the team member wants to access the account again, an admin can reactivate the user. 

Follow these steps to revoke a team member's access to a Workspace:

1. Navigate to Workspace >Manage Workspace > Members. 
   
   
2. Click the 3 dots for the team member and select Revoke access to Workspace. 
   
   
3. Select the option you want to continue with and click Revoke access to confirm. 
   

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

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.
   
   
4. On the pop-up, click Reactivate to confirm.
   
   

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. 

When a member is removed

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.

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 Channels 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 and select Revoke access to Workspace. 
   
3. Select Deactivate account and keep in Workspace and click Revoke access to confirm.
   
4. Click the 3 dots next to the deactivated member and select Delete forever. 
   
   
5. On the pop-up, click Delete to confirm.
   
   
6. The user’s account is now permanently deleted. All conversations, settings, and info have been permanently deleted.