---
title: "User Maintenance Guide"
url: "https://helpdesk.kontainer.com/article/user-maintenance-guide/"
type: "article"
category: ["Admin settings", "Users, groups & permissions"]
tags: ["Admin users only", "PIM", "DAM"]
language: "en"
published: "2023-04-12T13:38:00+00:00"
updated: "2026-01-07T13:28:19+00:00"
summary: "As your list of users grows, people leave and come into new positions you can start to lose track. This guide helps you maintain your list of users and manage access to avoid unwanted use. We recommen…"
---

# User Maintenance Guide

As your list of users grows, people leave and come into new positions you can start to lose track.

This guide helps you maintain your list of users and manage access to avoid unwanted use.

We recommend:

- Reviewing your list on a regular basis
- Using Groups to manage access
- Clearing individual access when using groups

Read on below to find out more.

---

## REVIEW YOUR USER LIST

Make sure no one has unwanted access to your Kontainer by regularly deleting or deactivating users who are no longer associated with you.

Reactivate any users who have automatically been deactivated due to expiry dates on their user accounts.

### Remove or Deactivate Users

Go to **Access → Users**

- Use the search bar to find users
- Click on the three-dotted icon
- Select **Deactivate** or **Delete**

![user maintenance image 1](https://helpdesk.kontainer.com/wp-content/uploads/2023/04/user-maintenance-image-1.png)

If you can’t find a user, they might have been moved to Inactive users.

### Inactive users

Any user you can’t find or who can’t gain access might be in the Inactive users tab. To reactivate the user:

1. Click the user
2. Select a new **Expiry date**
3. Tick the box **Active**
4. And **Save**

Users that no longer require access you can delete from here as well.

## USE GROUPS TO MANAGE ACCESS

**Pro+ feature**

Generally, we recommend using Groups to manage access. Groups will help you quickly add new users to your Kontainer, change who can see what, and avoid inappropriate access.

### Make User Groups

You can approach groups from different angles, and users can be added to multiple groups.

**For example**, a German marketing agency gets access to the groups:

- German Market
- Agency
- Brand Guide External

Groups can be user types, like:

- Sales Team
- Distributors
- Press
- Agency

And access types, such as:

- Brand Guide Internal
- Brand Guide External
- German Market
- US Market

[Find out more about setting up Groups in our Permissions guide.](https://helpdesk.kontainer.com/article/permissions/#chapter5)

When you start using Groups, you will want to clear user access settings.

### Replace Individual Access with Groups

Create a new user or go to **Access → User → Folder Access**

Add the user to the relevant Groups.

![user maintenance image 2](https://helpdesk.kontainer.com/wp-content/uploads/2023/04/user-maintenance-image-2.png)

Ignore or clear all individual access settings.

![user maintenance image 3](https://helpdesk.kontainer.com/wp-content/uploads/2023/04/user-maintenance-image-3.png)

—

That’s it. Let us know if you have any questions.

## Other languages

- [Deutsch](https://helpdesk.kontainer.com/de/article/nutzerpflege/index.md)

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