# Suspend Users

**Here, you can find information regarding suspending users from Google Workspace, Entra ID, or Okta.**

## What happens when a user is suspended?

When a user's access permissions are revoked from a provisioning source like Google Workspace, Entra ID, or Okta, the following occurs:

- **Access**  - The user can no longer **access** the Happeo environment
  - Their seat license is **revoked**
- **User visibility**  - The user becomes **unsearchable** within Happeo
  - They are removed from the **organization chart,**
- **Content visibility**  - If the user has **previously contributed content** (channels, posts, comments, pages, or files), they **may still be found** by name or email address.
  - They will be listed as " **Suspended**" in channel lists and channel member exports

**Important:** A suspended user is not permanently deleted from Happeo. Their content and user profile remains in the system. The primary impact is the loss of access and visibility within the platform. To delete a user from Happeo, please refer to [this article](https://help.happeo.com/hc/en-us/articles/30934871565201-Delete-Users).

## How to suspend a user in Google Workspace

### Suspend a user

**Important notes:**

- Suspending a user is a temporary action. Their data remains intact.
- You must have the necessary administrative privileges to perform this action.
- For suspending multiple users at once, you can use a CSV file with the "Suspended" status for the desired users. Read [more here](https://knowledge.workspace.google.com/kb/how-to-suspend-users-in-bulk-000005626)

To **suspend a user in Google Workspace:**

1. Sign in to the [Google Admin console](https://admin.google.com/)
2. Go to **Menu** \> **Directory** \> **Users**
3. **Search for the user** you want to suspend
4. **Suspend the user**   
   1. Hover over the user and click **More options**  
   2. Select **Suspend user**  
   3. Confirm by clicking **Suspend**

For more information about Google Workspace user suspension, please refer to [this article](https://support.google.com/a/answer/33312?hl=en).

**Note:** When a user is **archived in Google Workspace**, they are **automatically suspended** in Happeo.

### Unsuspend a user

To **unsuspend a user in Google Workspace:**

1. Sign in to the [Google Admin console](https://admin.google.com/)
2. Go to **Menu** \> **Directory** \> **Users**
3. **Filter for Suspended Users:**   
   1. Click **Add a filter** and select **User status**
   2. Check the **Suspended** box and click **Apply**
4. **Locate** the suspended user in the list
5. **Reactivate the user**   
   1. **Method 1 – From the user list**      
      1. Hover over the user's name and click **More options**  
      2. Select **Reactivate**
   2. **Method 2 – From the user's account page**      
      1. Click on the **user's name** to open their account page  
      2. In the top right corner, click **Reactivate**
6. **Confirm** reactivation

### Workaround for suspending out-of-scope users

If a user is moved to an Organizational Unit (OU) outside of Happeo's scope and then suspended while in that OU, Happeo **will not** receive the suspension notification.

To **avoid this**, please follow these steps:

1. **Move the user to an OU** that is **synced** with Happeo
2. **Suspend** the user
3. **Allow 24 hours** for the suspension to propagate through the system
4. Once the suspension is **confirmed**, **move the user** to the desired OU

**Important:** To ensure accurate suspension in Happeo, users must be within a synced OU when suspended in Google Workspace. If a user is suspended outside a synced OU, their status in Happeo will remain unchanged, reflecting their last known state (e.g., licensed/unlicensed, last synced OU).

### Suspend users in unsynced Organizational Units (OUs)

If an OU previously synced with Happeo is later configured to no longer sync, users belonging to that OU will remain in Happeo but will no longer receive updates. To manage these users, administrators can suspend or [delete](https://help.happeo.com/hc/en-us/articles/30934871565201-Delete-Users) them.

1. Navigate to **Happeo Admin** \> **User Management** \> **Google Workspace**
2. Search for the OU containing the users to be suspended
3. In the dropdown menu next to the " **Manage**" button for that OU, select **Suspend all users in this OU**
4. Confirm the suspension

All users within the OU will be suspended.

**Important:** If the suspended users are still within the sync scope, they may be automatically unsuspended if they are not also suspended in Google Workspace. Therefore, for users that should no longer be in Happeo, [deletion](https://help.happeo.com/hc/en-us/articles/30934871565201-Delete-Users) is the recommended action.

## How to suspend a user in Entra ID

**Important notes:**

- Suspending and unsuspending a user in Entra ID is referred to as **assigning** and **unassigning** to and from Happeo
- You must have **one of the following roles** to assign and unassign users in Entra ID:  
  - Cloud Application Administrator  
  - Application Administrator  
  - Owner of the service principal

### Unassign a user

Suspending a user involves **unassigning them from the Happeo application**. To do so:

1. Sign in to the [Microsoft Entra admin center](https://entra.microsoft.com/)
2. Go to **Identity** \> **Applications** \> **Enterprise applications** \> **All applications**
3. Enter the “ **Happeo**” in the search bar, and then select **Happeo** from the search results
4. Select **Users and groups**
5. Search for and **select the user** that you want to **unassign from Happeo**
6. Select **Remove** to **unassign the user** from Happeo

### Assign a user

Unsuspending a user involves **assigning them from the Happeo application**. To do so:

01. Sign in to the [Microsoft Entra admin center](https://entra.microsoft.com/)
02. Go to **Identity** \> **Applications** \> **Enterprise applications** \> **All applications**
03. Enter the “ **Happeo**” in the search bar, and then select **Happeo** from the search results
04. Select **Users and groups**
05. Click **Add user/group**
06. On the **Add Assignment** pane, select **None Selected** under **Users and groups**
07. Search for and **select the user** that you want to **assign to Happeo**
08. Click **Select**
09. Under **Select a role,** click the **role** you want to assign to the user. If you haven't defined any roles yet, the default role is Default Access
10. On the **Add Assignment** pane, select **Assign** to assign the user to Happeo

## How to suspend a user in Okta

**Important notes:**

- Only **Okta administrators** with the necessary permissions can suspend and unsuspend users
- Suspending a user **immediately revokes their access** to Okta and all associated applications
- The user will remain in their groups, but they will **not be able to access** **resources** protected by those groups
- **Unsuspending** a user will also **restore their access** to any groups and applications they were previously assigned to

### Suspend user

To **suspend a user in Okta:**

1. In the Okta Admin Console, go to **Directory** \> **People**
2. **Search for the user** you want to suspend
3. Click the **user's name** to open their profile
4. Select **More Actions**
5. Click **Suspend**

### Unsuspend user

To **unsuspend a user in Okta:**

1. In the Okta Admin Console, go to **Directory** \> **Suspend**
2. **Search for the user** you want to unsuspend
3. Click the **user's name** to open their profile
4. Click the **Activate** button
5. **Confirm** unsuspension

## Delete a user

After you have suspended a user, you can delete the user from Happeo. For more information regarding user deletion, please refer to [this article](https://help.happeo.com/hc/en-us/articles/30934871565201).

## Troubleshooting

### User reactivation issues

#### Automatic reactivation

Reactivated users from Google should update automatically. However, if automatic updates fail:

**Manual update in Happeo:**

1. Go to **Admin Settings** \> **User Management**
2. Filter by **Suspended** or search for the **suspended user**
3. Click the **three dots** on the right of the user
4. Chose **Update from directory**
5. If an error occurs, [**please contact support**](https://help.happeo.com/hc/en-us/requests/new)