How to Lock Guest Accounts in Your Organization from the Admin Console

What is a Guest User?

 A Guest User is an external (and unlicensed) user who’s been granted access to your forms to submit, view, or edit their own responses. 

Locking Guest Accounts

As an admin, you can lock the guest accounts in your organization. When you lock a guest account, the user will immediately be signed out and will no longer be able to access your organization until their account has been successfully unlocked.

Tip: Any guest accounts that are still in Pending status cannot be locked (as they haven’t opened the invite link yet).

Locking Guest Accounts from the User Management Page

1. Starting in the Admin Console, click on Users in the menu on the left side of the page.

2. Next, click on the Guest Accounts tab and search for the user you’d like to lock out.

3. Now, click the Three Dots icon located to the right of the guest user you want to lock out.

4. Click on Lock User Out.

5. Confirm this action in the popup window by clicking Yes, Prevent Logins.

Locking Guest Accounts from a Specific Guest User’s Profile

1. Starting in the Admin Console, click on Users in the menu on the left side of the page.

2. Next, click on the Guest Accounts tab located at the top of the User Management page.

3. Now, click on the username you want to lock out. This opens a sidebar on the right side of the screen that contains several tabs, such as Details, Assets, and Activity. 

4. In the sidebar, click on the Three-dots icon next to the username.

5. Select Lock User Out.

6. Confirm this action in the popup window by clicking Yes, Prevent Logins.

Tip: Guest accounts in Pending status cannot be locked or unlocked because they haven’t opened the invitation link yet. Selecting pending guest accounts will disable the Lock Out and Unlock bulk actions. To prevent this, you can hide pending guest accounts using the filter option, then select all from the top of the list.

• Hide Pending Guest Accounts: This option hides pending accounts from the list.

• Guest Account Checkbox: Clicking this checkbox selects all guest accounts visible in the list.

Locking Guest Accounts in Bulk

You can also lock out multiple guest users at once from within your User Management Screen.

1. Starting in the Admin Console, click on Users in the menu on the left side of the page.

2. Next, click on the Guest Accounts tab located at the top of the User Management page.

3. Once you’ve decided which guest users you want to lock out, click on the checkboxes to the left of their names to select them.

4. With those users selected, click on the Three Dots icon near the top right of the Guest Accounts table.

5. Then, click Lock Users Out in the dropdown menu.

6. Confirm this action in the popup window by clicking Yes, Prevent Logins.

Tip: If you’re looking for a faster way to lock out all remaining active guest users, you can use the filter options shown below to help identify which guest accounts still need to be locked:

How will I know that a guest’s profile has actually been locked?

Once you’ve locked a guest user’s account (or if the system has automatically locked it for security reasons), a lock icon will temporarily replace the guest account’s avatar on the Guest Accounts screen.*

*This lock icon will be removed and the original avatar will be restored, once their account has been unlocked again.

See also: 

• How to Unlock Guest Accounts in Your Organization from the Admin Console
• How to Delete Guest Accounts in Your Organization from the Admin Console
• How to Update Guest Account Information in Your Organization from the Admin Console
• How to Log Out Guest Accounts in Your Organization from the Admin Console