Remove User Access from GoSquared

Removing Users Overview

Removing user access from GoSquared is an essential security practice when team members leave your organization, change roles, or no longer require access. Timely removal of access prevents unauthorized data viewing and maintains your account's security integrity.

Prerequisites

Before removing users:

• Admin Rights: You must be Owner or Admin
• Confirmation: Verify removal is necessary
• Backup: Ensure user's work is documented
• Communication: Inform relevant parties
• Cannot Remove: Owner cannot be removed (must transfer ownership first)

Step-by-Step Guide

Step 1: Navigate to Team Settings

1. Log in to your GoSquared account
2. Select the appropriate project
3. Click Settings in the navigation
4. Select Team from the settings menu
5. View the complete team members list

Step 2: Locate the User

1. Find the user you want to remove
2. Verify you've selected the correct person
3. Note their current role and access level
4. Check their last activity if available

Step 3: Initiate Removal

1. Click Remove, Delete, or the trash icon next to the user
2. Or click on user's name and select Remove from Project
3. Removal confirmation dialog appears

Step 4: Confirm Removal

1. Review the warning message carefully
2. Understand that removal is immediate
3. Click Confirm, Remove User, or Delete
4. User access is revoked instantly

Step 5: Verify Removal

1. User disappears from team members list
2. User can no longer log into the project
3. User receives no notification (by default)
4. Change takes effect immediately

When to Remove Access

Employee Departure

Offboarding Process:

Day of departure or before:
1. Remove GoSquared access
2. Document user's dashboards and reports
3. Transfer ownership of any critical analytics
4. Update team distribution lists
5. Notify remaining team members

Role Changes

Internal Transfer:

When employee moves departments:
1. Assess if access still needed
2. Remove if no longer relevant
3. Or update role to appropriate level
4. Document change in HR system
5. Update project documentation

Contract Completion

Consultant/Contractor:

On contract end date:
1. Remove access immediately
2. Verify all deliverables received
3. Document contractor's work
4. Update vendor management records
5. Ensure no outstanding access remains

Security Incidents

Compromised Account:

Immediately:
1. Remove user access
2. Investigate extent of compromise
3. Review access logs
4. Change passwords if needed
5. Report to security team

Inactive Users

Access Cleanup:

During quarterly audit:
1. Identify users inactive for 90+ days
2. Verify if access still needed
3. Remove truly inactive accounts
4. Document removal
5. Update user count

Special Cases

Removing the Owner

Cannot directly remove Owner:

1. Owner cannot be deleted
2. Must first transfer ownership to another user
3. After transfer, previous owner becomes Admin
4. Then can remove previous owner if needed

Process:

1. Go to Settings → Team
2. Click Transfer Ownership
3. Select new owner
4. New owner accepts transfer
5. Previous owner becomes Admin
6. Remove previous owner if required

Removing Yourself

Self-removal restrictions:

• Cannot remove yourself if you're the Owner
• Admins can remove themselves
• Use caution - you cannot undo this
• Ensure another admin can manage team
• Consider demoting role instead

Removing Last Admin

Protection mechanisms:

• System may prevent removing last admin
• Ensures project remains manageable
• Promote another user to admin first
• Then remove if necessary

What Happens After Removal

Immediate Effects

1. Access Revoked: User cannot log into project
2. Data Remains: User's historical data preserved
3. Attribution: Past actions still attributed to user
4. Reports: User-created reports remain accessible
5. Dashboards: Custom dashboards remain in system
6. Chat History: Live chat conversations preserved

User Experience

When removed user attempts access:

1. Sees "No Access" or "Permission Denied" message
2. Cannot view any project data
3. Removed from project selection menu
4. May still have access to other projects if invited
5. No automatic notification sent (by default)

Before Removing Users

Checklist

Complete before removal:

• Verify removal is authorized
• Document user's access level
• Export or transfer critical dashboards
• Save any user-specific configurations
• Notify team if removal affects workflows
• Update documentation
• Remove from related tools and integrations
• Schedule replacement access if needed

Data Preservation

Preserve important assets:

1. Screenshot custom dashboards
2. Export important reports
3. Document custom segments
4. Save goal configurations
5. Transfer ownership of shared items
6. Note any integrations they managed

Bulk User Removal

For removing multiple users:

1. Remove one at a time (no bulk removal feature)
2. Create removal list beforehand
3. Schedule removal time (e.g., Friday afternoon)
4. Document each removal
5. Verify all removals completed
6. Update team documentation

Agency Cleanup

When ending agency relationship:

1. List all agency team members
2. Remove in order: Agents, then Admins
3. Verify no agency access remains
4. Change any shared passwords
5. Review recent activity logs
6. Document completion

Troubleshooting

Best Practices

1. Immediate Removal: Remove access same day as departure
2. Document Everything: Record who removed and why
3. Verify Completion: Check user no longer appears
4. Regular Audits: Review team access quarterly
5. Offboarding Process: Include GoSquared in exit procedures
6. No Delays: Don't wait to remove access
7. Preserve Work: Save important dashboards before removal
8. Update Lists: Maintain current team roster
9. Communication: Notify team of access changes
10. Security First: Remove compromised accounts immediately

After Removing Users

Follow-Up Actions

Immediately:

1. Verify user removed from team list
2. Check user count updated
3. Update internal documentation
4. Notify relevant team members
5. Update HR or admin records

Within 24 Hours:

1. Verify user cannot access project
2. Review recent access logs
3. Transfer any orphaned assets
4. Update team communication channels
5. Complete offboarding checklist

Within One Week:

1. Audit remaining access levels
2. Verify no security issues
3. Update project documentation
4. Review team structure
5. Plan any replacement access needs

Documentation Template

User Removal Record

Date: [Date of removal]
Removed By: [Admin name]
User Removed: [User name]
Email: [User email]
Previous Role: [Owner/Admin/Agent/Viewer]
Reason: [Departure/Role change/Security/Inactive]
Assets Transferred: [Yes/No - Details]
Notes: [Any additional information]
Verified By: [Verification checklist completed]

Security Considerations

Immediate Removal Situations

Remove access immediately for:

1. Termination: Employee let go
2. Security Breach: Account compromised
3. Policy Violation: Misuse of access
4. Contract End: Contractor/consultant finished
5. Suspicious Activity: Unusual behavior detected

Access Audit Schedule

Monthly: Review new additions
Quarterly: Full team access audit
Annually: Complete security review
As Needed: Incident-based reviews

Related Tasks

• Add User Access - Invite new team members
• Update User Access - Modify user roles
• User Management Overview - Complete user management guide