Only administrators can remove users from their teams.
To downgrade a user or to delete a user, go to your My Team page and click on the dotted icon located next to the user you wish to remove from your account.
The three-dot menu opens one or two actions depending on the user's status - you can add the user to contacts or manage their account:
To remove a user, go to "Manage account". This tab open the user management page where you can delete or downgrade the user:
Delete the account — remove the user from your team and transfer their boards to a new owner.
Downgrade the account — convert the user to a free license; the user keeps their boards and is removed from your team.
You can also see the user's name, email and their last login date in the menu above.
User Deletion with Board Transfer
If you choose to transfer all boards from a specific user and delete their account, a pop-up window will prompt you to add the new owner's name or email address. This is the recommended path when you need to remove a user. You can choose one new owner who receives all the boards, including private ones.
What happens when you select a new owner:
All boards previously owned by the deleted user — including private ones — are transferred to the new owner
Every transferred board is tagged with
newownerin the new owner's account. They can filter their boards overview by this tag to see these boardsThe new owner receives a confirmation email listing every transferred board with its direct link
| Important: the confirmation email can only be sent if the new owner has email notifications enabled in their user profile. If they have notifications turned off, the email is silently suppressed |
Once the new owner is selected, confirm your choice with your password
Enter your administrator account password in the "Your password" field.
If you log in via SSO (or don't have a Conceptboard password): type the word delete exactly, as the in-modal hint instructs.
Click "Transfer boards and delete account" - wait for the transfer to complete. You will now see a confirmation note that names the new owner. Click "Done" to close the window and return to My Team.
What to keep in mind
User deletion is permanent and cannot be undone.
Comments and annotations the deleted user made on other people's boards remain visible; the author is shown as Name (Deleted User).
User Deletion without Board Transfer
If you leave the New board owner field blank, the system will apply our standard deletion protocol:
For each board with at least one editor: ownership transfers to the first editor who accessed the board (this user must also be an internal team member).
For each board not shared with any editors: the board becomes permanently deleted.
| Important — risk of permanent data loss: Boards that have not been shared with any editors are deleted immediately. There is no waiting period and no way to recover them — they are not moved to a trash can or buffered in any other way. We strongly recommend selecting a new owner unless you are absolutely certain every board the user owns has at least one editor. |
User Account Downgrade
Downgrading removes the user from your team but keeps their account intact. Choose this when the user should retain access to their own boards.
What to keep in mind
- The user will be downgraded to a free non-commercial license and removed from your team.
- The user will retain ownership of any boards they have created.
- User can still access any boards that have been shared with them.
- User will have to re-invited users to shared boards of which he/she is the owner.
- All professional features will be disabled on their account.
- The user can then join another team or create their own team.
How to downgrade an account
On the "Manage account" page, scroll to the Downgrade account section
Enter your administrator account password in the Password field. (If you log in via SSO or don't have a password, type
delete)Click Downgrade account
| If you face any problems with off-boarding your team members, please contact our support team. |
Offboarding when Single Sign-On (SSO) or SCIM is Active
The advice differs between SSO and SCIM — read the subsection that applies to your account setup.
Single Sign-On (SSO)
As soon as a user is removed from your AD group, they no longer have access to their Conceptboard account and are permanently locked out of Conceptboard — they can no longer log in, and they cannot transfer their own boards from this point on. However, the user's virtual persona remains active in the team, so you, as an admin, can still follow the regular off-boarding paths - with or without the board transfer. There is no urgency to off-board users before removing them from the AD group.
SCIM (Automated User Provisioning)
Removing the user from your identity provider triggers automatic deletion from our side. This method is identical to the manual path minus the opportunity to select a new board owner. The first-editor scenario applies: boards shared with editors are transferred to those editors, and boards with no editors are deleted immediately, with no waiting period and no option to be restored afterwards. Collaborators on affected boards see a notification in their user feed; no one else is notified.