Managing and Removing Users Who No Longer Use ovice (e.g., Former Employees)

If you have users who no longer use ovice, such as former employees, follow the steps below for your plan.

Operations by Purpose

"Removing a user" can mean different operations depending on your purpose. Even without deleting the ovice account, you can remove the user's access to spaces and exclude them from billing by following the steps in this article.

*"Reauthenticate" in Organization User Management is an operation that asks the user to re-authenticate. It does not reduce the number of organization users.

Business, Business Starter, and Team Plans

These plans are billed based on the number of users, so make sure to complete the required items: Restricting Access to Spaces, Removing from Organization Owners, and Removing from Billable Users.

Required Permissions

Organization Owner

Procedure

1. Restricting Access to Spaces (Required)

Remove the user from the Space Access Settings of all spaces in your organization, or add them to the Block List. (No action is needed for spaces that do not use Space Access Settings.)

*In public spaces, users with the Guest role can still enter as visitors. To prevent them from entering, add them to the Block List.

2. Unassigning Fixed Seats

If the user has a Fixed Seat assigned in the space, unassign it with the following steps.

1. Click the three-line icon in the space header and select the "Space" tab
   *If you are not an Organization Owner, you do not need to select a tab.
2. Click "Customize space" and open "Seat Management" in the left sidebar
3. Select the user, or search by username or email address
4. Click the delete button for the user

*Once the user is deleted from organization users, their seat no longer appears in the Seat Management list and can no longer be unassigned. The seat setting remains, so it will appear again if the user is later changed back to Member. Make sure to unassign the seat before Step 4.

3. Removing from Organization Owners (Required)

If the user is an Organization Owner, remove their Organization Owner role.

4. Removing from Billable Users (Required)

Delete the user from the organization user (billable) list.

*Even after the user is deleted from organization users, they will be added back as an organization user if they access a space where they are allowed as a member through Space Access Settings. Therefore, always complete Step 1 to restrict access to each space before performing this step.

5. Hiding from User Lists

No action is required, as the user is hidden automatically. Once Step 4 is completed, the user's role changes to Guest in all spaces in the organization, and they are hidden from each user list as follows.

• Space user list: Hidden immediately.
• Admin user list: Hidden 1 month after the user was last online.

6. Deleting the Account

Please contact us with the information of the user to be deleted through a representative using the following method.
Delete an ovice Account

If You Use SSO

SAML Authentication (without SCIM)

Unassigning the user on the IdP side does not change their organization user status or space roles in ovice. Follow the procedure above.

Azure AD SCIM

Unassigning the user from the app or blocking their sign-in in Microsoft Entra ID does not change anything in ovice. When you delete the user in Entra ID, ovice is notified of the deletion 30 days later (when the user is permanently deleted), and the following is performed at 23:50 (JST) on that day.

• The user's role is changed to Guest in all spaces in the organization
• The user is deleted from organization users (billable users)
• The user's profile information is erased

To apply the change sooner, permanently delete the user from "Deleted users" in Entra ID, or perform the procedure above in ovice.

*If you delete the user in Entra ID after unassigning them from the app, ovice is not notified of the deletion. Perform the procedure above in ovice.

Entry-S, Entry-M, and Legacy Plans

Manage users who no longer use ovice as needed.

Required Permissions

Admin

Procedure

1. Unassigning Fixed Seats

If the user has a Fixed Seat assigned in the space, unassign it with the following steps.

1. Click the three-line icon in the space header and select the "Space" tab
   *If you are not an Organization Owner, you do not need to select a tab.
2. Click "Customize space" and open "Seat Management" in the left sidebar
3. Select the user, or search by username or email address
4. Click the delete button for the user

*Once the user's role is changed to Guest, their seat no longer appears in the Seat Management list and can no longer be unassigned. Make sure to unassign the seat before Step 2.

2. Restricting Access to Spaces

Remove the user from Space Access Settings, or add them to the Block List.
For spaces that do not use Space Access Settings, change the user's role to "Guest" in the User List.

*In public spaces, users with the Guest role can still enter as visitors. To prevent them from entering, add them to the Block List.

3. Hiding from User Lists

Once you change the user's role to Guest in the User List, they are hidden from each user list as follows.

• Space user list: Hidden immediately.
• Admin user list: Hidden 1 month after the user was last online.

4. Deleting the Account

Please contact us with the information of the user to be deleted through a representative using the following method.
Delete an ovice Account

Free Plan

Space Access Settings and the Block List are not available on the Free Plan, so change the user's role in the user list.

Required Permissions

Admin

Procedure

1. Unassigning Fixed Seats

If the user has a Fixed Seat assigned in the space, unassign it with the following steps.

1. Click the three-line icon in the space header and select the "Space" tab
   *If you are not an Organization Owner, you do not need to select a tab.
2. Click "Customize space" and open "Seat Management" in the left sidebar
3. Select the user, or search by username or email address
4. Click the delete button for the user

*Once the user's role is changed to Guest, their seat no longer appears in the Seat Management list and can no longer be unassigned. Make sure to unassign the seat before Step 2.

2. Changing the Role to Guest

Change the user's role to "Guest" in the User List.

• Private spaces: Users with the Guest role cannot enter directly and their entry becomes an access request (pending approval). They cannot enter unless the request is approved.
• Public spaces: Users with the Guest role are switched to visitors when they enter, so they can still enter. Changing the role to Guest does not prevent them from entering.

3. Hiding from User Lists

Once the user's role is changed to Guest, they are hidden from each user list as follows.

• Space user list: Hidden immediately.
• Admin user list: Hidden 1 month after the user was last online.

4. Deleting the Account

Please contact us with the information of the user to be deleted through a representative using the following method.
Delete an ovice Account

Tips

Freeing Up Slots on the Free Plan

Can Admins Change a User's Password?

Admins cannot change or reset other users' passwords. Users must reset their own passwords. From Organization User Management, admins can use "Reauthenticate", reset two-factor authentication, and "Delete" organization users.