How to remove a user from the network, business unit, department, or group

Article summary: Managing user access requires specific administrative permissions depending on whether you are removing a user globally or locally. This guide explains role-based permissions, automated User Sync locks, and step-by-step workflows for removing users from the entire network, business units, departments, or individual groups.

1. Understanding Permissions and Restrictions

Before attempting to remove any user, you must verify that your account holds the correct administrative permissions. Additionally, automated integrations may restrict your ability to perform manual deletions.

Role-Based Permissions:

• Network Administrators: Hold the highest level of system access and can remove users globally from the entire network, as well as from any individual BU, Department, or Group.
• Local Managers: Are restricted to removing users strictly from the specific Business Unit or Department that they actively manage.
• Group Administrators: Are restricted to removing users solely from the specific groups they manage.

🔒 The "Lock" Icon (User Sync Restriction) If a small lock icon appears next to a user's name instead of a remove or settings button, this indicates that the user profile is dynamically managed by the automated User Sync integration with your company's HR or payroll system.

• Rule: Users managed via automated User Sync cannot be manually removed inside the Speakap interface.
• Resolution: The removal must be processed directly within your primary source HR or payroll system, which will then automatically synchronize the deletion to Speakap during the next run.

2. How to Remove a User from the Entire Network

Note: This global administrative action strictly requires Network Administrator permissions.

1. Log into your company's Speakap network.
2. Click the gear wheel icon located at the top right of your screen.
3. Select Network settings and navigate directly to the Users tab.
4. Locate the specific user you want to remove from the platform.
5. Click the settings icon (represented by a gear wheel or three dots) to the right of the user's name.
6. Click Delete.
7. A confirmation pop-up will appear on your screen; click Remove to permanently delete the user from the Speakap network.

3. How to Remove a User from a Business Unit (BU)

Note: This action requires either Network Administrator permissions or Local Manager permissions for that specific BU.

1. Log into your Speakap network.
2. Click the gear wheel icon at the top right of your screen.
3. Select Organization settings from the dropdown choices.
4. Choose the specific Business Unit (which may be labeled as Divisions depending on your network settings) that you want to manage.
5. Click on the Users tab located within that Business Unit's workspace.
6. Locate the user you wish to remove.
7. Click the settings icon right next to the user's name.
8. Select Remove from business unit from the dropdown menu. (Note: Network Admins will also see an alternative option here to "Remove from network").

4. How to Remove a User from a Department

Note: This action requires either Network Administrator permissions or Local Manager permissions for that specific Department.

1. Log into your Speakap network.
2. Click the gear wheel icon at the top right of your screen.
3. Select Organization settings.
4. Navigate through the parent Business Unit to locate the specific Department (which may be labeled as Teams depending on your network settings).
5. Click on the Users tab located within that Department's workspace.
6. Locate the user you wish to remove.
7. Click the settings icon next to the user's name and select the option to remove them. (Remember: If a lock icon is present, they must be removed via your external HR User Sync instead).

5. How to Remove a User from a Group

Note: This action requires either Network Administrator permissions or Group Administrator permissions for that specific Group.

1. Log into your Speakap network.
2. Navigate to the specific Group you want to manage directly from your main feed.
3. Click the Group settings icon (gear wheel) located at the top right of the group page.
4. Switch over to the Members tab.
5. Locate the user you wish to remove.
6. Click the 'X' icon next to the user's name to immediately remove them from the group. (If the 'X' is replaced by a lock icon, the user's group membership is bound to the automated User Sync rules and cannot be manually modified).