There are a number of ways to delete members from an account. This article focuses on filtering and finding members for bulk deletion and role changes. If you’re looking to delete single seats, or have questions on the related effects of deleting an account, click here.
For more on member roles, click here.
Perhaps you have an end-of-year cleanup of accounts underway, and want to easily delete multiple seats at once.
As an administrator focused on the management of multiple members, you can delete members and change their roles in bulk. For either of these tasks, log into your account with administrator permissions.
In order to delete multiple members of a specific group or classification, you first have to find them in your administration’s potentially long roster. Reduce the scope of your selectable roster by filtering.
For example, for GSuite users, you may have an organizational unit Washington Elementary / 6th grade / Teachers. Let's continue with this example.
- Select Admin from your main menu and enter the Members area of your administration tools
- Select Filter above your Members list.
- Select the filtering type. For example, when they were last active or by the amount of storage used. In the example below, we’ll filter by grade level. Select the Group name function if your grade levels are assigned by groups.
- Enter your search term or value. In this case, “Grade 6,” and hit the ENTER key to apply
- Your visible roster is now truncated to only anyone in the group “Grade 6”
“Is” vs “contains”
“Is” means that your filtered returns match exactly what you’ve entered in the text field. For example, in step 5 above we only see users who are in Grade 6 character-by-character explicitly.
“Contains” is a looser selection, which provides returns that contain the text you’ve entered. For example, if you have multiple schools in your district with an email extension for each, filter by Email address -> contains -> [the specific school], in this case “Washington.” Broadly, all email addresses with the name “Washington” will be returned.
Note: Perhaps you have a user named “Washington” from a different school. By using “contains” be sure to review your filtered results so you don’t remove your student named “Washington” by mistake. Additional Tip: searching for something more specific, like “edu.washington.wevideo.com” could help filter out any students named “Washington.”
Using Multiple Filters in One Session
Combine filters to truncate your list even further with your specific attributes. Perhaps you wish to only view 6th grade teachers. Simply include an additional filter in your selection.
- Open up your filter dialog and enter Group name -> is -> Grade 6
- Click on the plus (+) symbol to Add filter
- Select Role -> is -> Teacher from the drop down list
- Hit ENTER to apply
Both of your applied filters will work in tandem to provide a list containing only Grade 6 Teachers. Note that your filter selection in the upper left of your screen, shows “2” are applied. Use as many filters as needed to get your desired results.
Select and Delete Members
Delete all members in your filtered selection, or select individuals from that group.
You’ve used a couple filters to provide a list that contains only students from the 6th grade not returning next year.
- Remove them ALL by clicking on the checkbox at the top of your list. (For this example, note your Used Licenses on the left).
All the results will then be highlighted for deletion.
- Now select Delete at the top of your list to remove them. You are given the options to delete only those you can see on the current page of results, or select and delete ALL the users from multiple pages.
- Click CONTINUE to take action.
- You then have the option to permanently delete these accounts, or delete the seat from your account and convert them to individual free.
- CONTINUE for more options on what to do with the members’ media and projects.
All selected accounts are now deleted.To confirm, check the number of Used Licenses in your account. In this case we’ve dropped from 558 to 468, our selected 90 seats deleted.
Select as few or as many users from your list to delete by simply mousing over the name in the list and clicking. The checkbox will denote a selected member.
Note: You can also press and hold down the SHIFT key on your keyboard, and select a range of users from your results list by clicking two members. The range select will be between your first and last selected filtered result.
Now that you know how to filter and select members of your instance, you can additionally change the role of multiple users at the same time.
- Follow any of the filter and selection guidance above
- With your selection in hand, simply click on Assign Role from the top of your truncated returns.
- Select the new role you wish to assign.
And confirm that those selections now have the updated role.