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 note: 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.

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

To suspend a user in Google Workspace:

1. Sign in to the Google Admin console
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.

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
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).

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
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:

1. Sign in to the Microsoft Entra admin center
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. Click Add user/group
6. On the Add Assignment pane, select None Selected under Users and groups
7. Search for and select the user that you want to assign to Happeo
8. Click Select
9. 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.

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