Revoke a Former Partner’s Access: Workspace, 365, Slack

When a partner leaves your company or project, their old login credentials can become a security risk. This guide walks you through removing their access across Google Workspace, Microsoft 365, and Slack. You’ll need admin privileges in each service to complete these steps.

What You’ll Need

• Admin access to Google Workspace (usually an account with Super Admin role)
• Admin access to Microsoft 365 (Global Admin or User Admin role)
• Admin access to Slack (Workspace Owner or Admin)
• A list of the partner’s email addresses and usernames for each service

Step-by-Step

Google Workspace

1. Sign in to the Admin console at admin.google.com with your admin account.
2. Go to Directory → Users.
3. Find the partner’s account (use the search bar if needed). Click on their name.
4. Click Suspend user to immediately block sign-in and access to all Google services. This is safer than deleting because you can restore if needed.
5. To permanently remove the account, click Delete user instead. Choose whether to transfer their data (Drive files, Gmail) to another user, then confirm.
6. If the partner had access to shared drives, remove them as a member from each shared drive: go to Drive → Shared drives, select the drive, click the member’s name, and choose Remove.
7. Check for any third-party app access: go to Security → Access and data control → API controls. Revoke any OAuth apps the partner may have authorized.

Microsoft 365

1. Go to the Microsoft 365 admin center (admin.microsoft.com) and sign in with your admin account.
2. Navigate to Users → Active users.
3. Find the partner’s account and click on it.
4. Under the Account tab, click Block sign-in. This immediately prevents them from logging in.
5. To delete the account entirely, click Delete user at the top of the user’s page. Follow the prompts to remove the account.
6. If the partner had access to SharePoint sites or OneDrive files, remove them from those sites. For OneDrive, you can also transfer files to another user before deleting.
7. Check for any delegated access or shared mailboxes: go to Exchange admin center (admin.exchange.microsoft.com) → Mailboxes → Shared mailboxes, and remove the partner from any they were added to.

Slack

1. Open Slack and sign in with your Workspace Owner or Admin account.
2. Click the workspace name in the top left, then select Settings & administration → Manage members.
3. Find the partner in the member list. Click the ⋯ (more actions) button next to their name.
4. Choose Deactivate account. This immediately revokes their access to all channels and direct messages.
5. If you prefer to remove them completely, you can also Remove from workspace after deactivating (this is permanent).
6. If the partner was a workspace owner or admin, first change their role to Member before deactivating.
7. Check for any connected apps or integrations that the partner may have installed: go to Settings & administration → Manage apps and review the apps they might have added.

Common Mistakes

• Only removing them from one service. A partner may have access through multiple platforms; make sure to revoke across all three.
• Deleting instead of suspending first. If you delete a user, you might lose data or the ability to restore access if needed. Suspending is reversible.
• Forgetting about shared drives or shared mailboxes. Even after deleting the account, the partner may still have access to shared resources.
• Not checking for delegated permissions. The partner might have delegated access to another user’s mailbox or calendar.
• Ignoring OAuth apps. Third-party apps authorized by the partner can still access data even after the account is suspended.

Tips

• Before revoking, export or transfer any important data from the partner’s account to avoid losing work.
• Use the suspend option first, then delete after a few weeks if you’re sure you don’t need the account.
• Keep a record of what you did (screenshots, dates) for audit purposes.
• If you have a Google Workspace or Microsoft 365 plan with data retention, you can often restore deleted accounts within a certain window (e.g., 20 days for Google Workspace).
• Consider using a password manager or SSO (like Okta) to centralize access control for future partners.

Troubleshooting

If you can’t sign in to the admin console: Make sure you’re using an account with the appropriate admin role. If you’re not sure, ask your IT department or the person who set up the account.

If the partner still appears as active after you suspended them: Wait a few minutes for the change to propagate. If it persists, check that you actually clicked “Suspend” and not just “Save changes” without confirming.

If you can’t delete the user because of an error: In Microsoft 365, you may need to remove all licenses first. In Google Workspace, you might need to transfer all data before deletion. Follow the prompts carefully.

If you can’t find the partner in Slack: They may have already been deactivated. Check the “Deactivated” tab in Manage members.

If the partner still has access to a shared drive after removal: Sometimes it takes a few minutes to sync. If it doesn’t update, manually remove them from the shared drive’s member list again.

Frequently Asked Questions

What is the difference between suspending and deleting a user?

Suspending blocks sign-in but keeps the account and data intact. Deleting removes the account and data permanently (after a grace period in some services).

Can I restore a deleted user?

Yes, in most cases. Google Workspace allows restoration for up to 20 days after deletion. Microsoft 365 allows restoration for 30 days. Slack does not allow restoring a removed workspace member, but you can reactivate a deactivated user within 30 days.

Will the partner be notified when I revoke access?

Usually not automatically. You may want to send a professional email informing them of the change.

What if the partner had access to company files on their personal device?

Revoking access prevents them from accessing the files online, but copies may still exist on their device. Consider using mobile device management (MDM) to remotely wipe company data if necessary.

Do I need to change any passwords after revoking access?

It’s a good practice to change passwords for shared accounts or if you suspect the partner knew admin passwords. For individual accounts, revoking access is sufficient.

How can I prevent this from happening in the future?

Use a centralized identity provider (like Okta or Azure AD) and set up automated deprovisioning workflows when an employee is marked as offboarded.

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