Deactivating Users

Article Number:020252

This page describes the procedure to limit the access to Kintone from users without deleting them.
Take a case of a company having any users who will be temporarily prohibited access to Kintone due to temporary leave or temporary assignment. Their access can be restricted by inactivating them without deleting their data.

What Will Happen to Inactive Users

The following conditions are applied to inactive users:

  • Inactive users are not counted towards the number of allowed users of a service.
    To reduce the subscription charge of, you need to reduce the number of licensed users.
  • Inactive users cannot login to any service.


  1. Click the gear-shaped menu button in the header.

  2. Click Users & System Administration.

  3. Click Departments & Users.
    Screenshot: "Departments & Users" is highlighted

  4. Enter a display name or a login name of the user in the search box to search the target user.
    You can also expand the department tree and select the target user.

  5. Click the Change button.
    Screenshot: The Change button is highlighted

  6. Click the "Status" button to change the status from Active to Inactive.
    Screenshot: The button is highlighted

  7. Click Save.

About Profiles of Inactive Users

Regardless of the users' statuses, their profiles will be displayed in Kintone.
To hide the personal information of a deactivated user, change the relevant items of the user information.
Changing User Information

Impact on the Subscription Charge

Deactivating user accounts does not reduce the subscription charge.
Billing for is based on the number of licensed users.
If you want to revise the subscription charge, change the number of licensed users.

Reducing the Number of Licensed Users

Example of Utilizing the Deactivated and Unused User Accounts

Inactive users are not counted in the number of users who are using a service.
Therefore, after inactivating users, you can use their licenses that became available for other users.
For example, when User-S is hired after User-A temporarily left the company, you can register the account for User-S without increasing the number of licensed users.