Cleaning up and removing users from your account

Over time, accounts fill up with members who've left, graduated, or never came back. The Clean up users tool finds those members by activity and other filters, lets you review the list, and removes them in one go. You can also turn on automatic cleanup so it happens on its own. This guide covers both.

What you'll find here

• Who can use it, and who's protected
• Opening the tool
• The filters
• Previewing and confirming
• Automatic cleanup

Who can use it, and who's protected

The tool is available to anyone with permission to remove users. A few members are always protected and never appear in the results:

• The account owner.
• SimplyPrint platform administrators.
• On school accounts, teachers - unless you choose to include them.

You also can't remove anyone in a user group you don't have permission to manage, so cleanup can never exceed your own access.

Opening the tool

On the Users page, click the broom icon button. (It appears for members with delete-user permission.) This opens the Clean up users window, which walks you through filters, then a preview, then removal.

The filters

Set one or more filters to narrow down who's matched. You need at least one substantive filter - the tool won't match your whole member list by accident.

• Last activity - match members inactive for 3, 6, 12, or 24 months, or a custom number of days. There's an option to include users who never logged in.
• Only users with 0 prints in this organization - keep anyone who's actually printed here, even if they haven't logged in lately. (Prints in other accounts don't count.)
• Class scope (school accounts) - match any class, only members not in any class, or only members in specific classes.
• Only these user groups - limit to one or more user groups.
• Added via - match members added any way, only those added via SSO / provisioning, or only those added manually.
• Include teachers (school accounts) - off by default, so teachers are kept unless you opt in.

Previewing and confirming

1. Set your filters and click Preview matching users.
2. Review the list. Each row shows the member's name, email, last-online time, prints in this account, user group, and (for schools) classes.
3. Deselect anyone you want to keep by unticking their row.
4. Click Remove [N] members, then confirm.

Removal runs in batches, and you'll get a final count of how many were removed. Anyone the tool skipped (for example, a member in a group you can't manage) is reported too.

Automatic cleanup

If you'd rather not run this by hand, you can have SimplyPrint remove inactive members for you. Go to Settings → Organization → User registration → Automatic member cleanup and enable Automatically remove inactive members. Then set:

• Remove members inactive for more than [N] days (minimum 30).
• Only remove members with 0 prints in this account (optional).
• Never remove teachers (school accounts, on by default).

Automatic cleanup runs daily. The same protections apply - the owner, administrators, and (by default) teachers are never removed, and members are taken out of your account only, never deleted.

Related articles

• SCIM provisioning: automatically sync users from your identity provider
• Importing users from a CSV or directory export
• Set up Single sign-on (SSO) for SimplyPrint

Updated on: 13/06/2026