Remove a user who left the company

Someone left your client’s company and you want them out — no more training assignments, no more phishing tests, and off the bill. How you do it depends on how the client’s people got there: synced from Microsoft 365 or Google Workspace, or added manually.

The short version

• Synced client: you usually don’t have to do anything. When the person is removed from the client’s directory, our next sync drops them automatically. To take them out right now instead of waiting for the sync, deactivate them.
• Manually-added user: delete them, or deactivate if you’d rather keep the record.

Deactivating is the safe, reversible option in both cases: the person stays in the system but goes inactive — no training, no phishing tests, and they don’t count toward billing. You can reactivate them later if they come back.

Take a user out

1. Open the client and go to People.

2. Find the person in the user list.

3. Deactivate them. Select the user (or several) and choose Deactivate. They immediately stop getting training and phishing, and drop off billing — but the record stays, so you can reactivate them later.

4. Or, for a manually-added user, delete them. Use Delete on the row to remove the user outright. This also removes their training data and can’t be undone.

Note

You can’t hand-delete a synced user — deleting is only for people you added manually. A synced user leaves the system on the next sync after they’re gone from the directory; deactivate them if you need it to happen before then.

You’ll know it worked when

• A deactivated user shows as inactive and no longer appears in the active count — no more training or phishing lands for them.
• A deleted manual user is gone from the list entirely.
• After the next sync, a person removed from the client’s directory no longer appears at all.

Frequently asked

How do I know if the client is synced or manual? If you connected the client’s Microsoft 365 or Google Workspace directory, their people are synced — the People page shows the sync and its last run. If you typed users in or uploaded them, they’re manual. A client can have both.

What exactly does deactivating do? The person stays in the system but goes inactive: no training assignments, no phishing tests, and they aren’t counted for billing. Nothing is deleted, so it’s fully reversible — reactivate them and they pick back up.

Do I have to remove departed users on a synced client at all? No. Once they’re removed from the client’s directory, our next sync takes them out for you. Deactivating is only for when you want them gone immediately rather than waiting for the sync.

What’s the difference between Delete and Deactivate? Delete removes a manually-added user and their training data for good — it can’t be undone, and it’s not available for synced users. Deactivate works for anyone, changes nothing permanently, and can be reversed.

Do I stop paying for someone once they’re deactivated or removed? Yes — inactive and removed users aren’t counted toward billing.

Can I bring someone back? Reactivate a deactivated user any time. On a synced client, if the person returns to the directory, the next sync re-adds them automatically.

Related

• Sync setup — provider details and fallbacks — how the directory sync adds and removes people, including the post-sync cleanup step.
• Client admins — removing an admin’s access is a different action from removing an end user.