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Deactivate or remove an Author

Remove access for an Author who has left the organization or changed roles, and hand their Folders and Editions to someone who will keep them running.

Before you begin​

  • You need an administrator role with permission to manage users in your account.
  • Decide who will inherit the departing Author's work, and confirm that person already has access to the relevant Project Folders.
  • Note any scheduled Broadcasts or automations the Author owns — these can stall if the owning account is disabled first.
  • Prefer deactivating over deleting. Deactivating blocks sign-in while preserving the audit trail and authorship history; deleting is permanent.
  • If your account uses SSO (for example, Microsoft Entra ID), also remove the person from the linked identity group so they cannot sign back in (confirm the exact steps in your account).

Steps​

  1. Open the user management area for your account and locate the Author by name or email.
  2. Reassign ownership first: move their Project Folders and any in-progress Editions to the new owner, and update the owner on scheduled Broadcasts and automations so nothing pauses.
  3. Transfer or note any personal assets (saved templates, signup forms, reports) the team still needs.
  4. Set the Author's status to Deactivated (or Remove if your policy requires permanent deletion). This immediately revokes sign-in and API access tied to that account.
  5. Revoke the person's identity in your SSO provider so the account cannot be re-authenticated.

Result​

The Author can no longer sign in or send. Their former Folders, Editions, and scheduled Broadcasts now belong to the new owner and continue on schedule. Historical reporting and authorship records remain intact.

Canonical terms: Author, Edition, Folder (Project Folder), Broadcast. See the Glossary.