How to Revoke a Former Employee's Access?
When a team member leaves, archive their account to immediately revoke access while preserving their work history.
Who Can Do This?
Only Primary Owners and Owners can archive and remove users.
Primary Owner can archive any user, including other Owners
Owner can archive Admins and Regular Users, but not other Owners
Admins do not have access to user management settings
If the Primary Owner has already left and ownership was not transferred before they departed, contact Statusbrew team (support@statusbrew.com) to transfer Primary Ownership to another user.
Before You Archive: Hand Off Their Work
Before archiving, address any work tied to the departing user to avoid items getting stuck.
Open Engage conversations
Go to Engage and create a view of all the open conversations assigned to that user and bulk re-assign them to another user.
Approval workflows
If the user is part of an approval workflow, remove them from the workflow before archiving.
If they are the only approver in a step, that step will be blocked after archiving, and posts will not progress to the next step.
If other approvers are in the same step, they can still approve, unless Require approval from all is enabled for that step.
Team Inboxes
In the sidebar, hover over the Team Inbox, click , and select Edit. Add a replacement collaborator and revoke the departing user's access.
Content, reports, and calendars
Transfer ownership of any shared content, reports, or calendar boards to another team member before archiving.
Step 1: Transfer Primary Ownership (If the Departing User Is the Primary Owner)
Skip this step if the departing user is not the Primary Owner.
The Primary Owner role must be transferred before the account can be archived. Only the Primary Owner can do this.
Go to Settings > Users
Click next to your own name
Select Transfer Ownership
Choose the new Primary Owner from the dropdown
Type TRANSFER in the confirmation field and click Submit
The new Primary Owner does not receive an automatic notification. Let them know directly that ownership has been transferred.
Step 2: Archive the User
Go to Settings > Users
Find the user you want to remove
Click next to their name
Select Archive
Access is cut off immediately. Their user seat is freed up, and you can invite a replacement right away.
Archiving preserves all of the user's work. Scheduled posts, drafts, conversations, and activity logs stay intact and remain accessible to the team.
Step 3: Remove the User
Once the user is archived and their work has been fully handed off, you can permanently remove them.
Removing a user is permanent. There is no way to restore the account afterward.
Go to Settings > Users
Click the Archived Users tab
Click next to their name
Select Remove
Step 4: Unarchive a User (If Needed)
If you archived someone by mistake or they are returning to the team, you can restore their access at any time before removing them.
Go to Settings > Users
Click the Archived Users tab
Click (More) next to their name
Select Unarchive
Access is restored immediately.
FAQs
What is the difference between archiving and removing?
Archiving is reversible. You can restore access at any time by unarchiving. Removing is permanent and can only be done after the user has been archived. Use archiving when you are unsure or when someone is leaving temporarily. Use removal only when the person has fully left, and the account will not be needed again.
Will their scheduled posts still publish after archiving?
Yes. Scheduled posts continue to publish as planned. Drafts and approval-pending content also stay active and accessible to the team.
What happens to posts in an approval workflow if I archive the approver?
It depends on how the workflow step is set up. If the archived user is the only approver in a step, the post will be stuck and will not move forward. If there are other approvers in the same step, they can still approve the post, unless the 'Require approval from all' option is enabled for that step. To avoid this, remove the archived user from any approval workflows before archiving them.
Can I see what the former employee did before they left?
Yes. Go to Settings > Team Activity Logs and filter by the user to see every action they took.
Team Activity Logs are available on the Enterprise plan only.
Do I need to remove them from connected social profiles separately?
No. Archiving automatically removes their access to all connected profiles within your Space.
Can I invite someone new straight away?
Yes. Archiving frees up their user seat immediately. You can send a new invite from Settings > Users before or right after archiving.
What about shared reports or calendars shared via a public link?
If something was shared via a public link, the archived user can still access it through that link. To block access, open the shared link settings for that item and revoke their access or delete the link.
Can a Primary Owner be archived?
Not directly. The Primary Owner role must be transferred to another user before the account can be archived. If the Primary Owner has already left without transferring ownership, contact Statusbrew support.
Can an Owner archive another Owner?
No. An Owner can only archive Admins and Regular Users. Only the Primary Owner can archive another Owner.