Give a member temporary access

Temporary access lets you add someone to your account for a limited time. Set an end date or a number of days, and SimplyPrint automatically suspends or removes the member when their time is up, so you don't have to remember to clean up afterwards. It's ideal for a semester, a contractor, a guest, or a trial period.

What you'll find here

• How temporary access works
• Setting it when you invite someone
• Setting it for a member who's already in your account
• What happens when access expires
• Choosing suspend or remove
• Re-enabling or extending access
• Expiry warning emails
• Good to know

How temporary access works

A member with temporary access works exactly like any other member until their expiry date. On that date, one of two things happens, depending on your account's setting:

• Suspend - the member keeps their place in your account but can no longer access it, until you clear or extend their date.
• Remove - the membership is removed from your account.

Either way, you set the date once and SimplyPrint handles the rest, including reminder emails before the deadline.

Setting it when you invite someone

You can give temporary access at the moment you invite a member, on both email invites and invitation links.

1. Open the Users page and click Invite users.
2. Fill in the invite as usual (see How to invite users).
3. In the Access dropdown, choose one of:

• Permanent - no expiry (the default).
• 1 year - expires one year after they join.
• Until a date - pick an exact end date.
• For a number of days - expires a set number of days after they join.

4. If you choose anything other than Permanent, an On expiry option lets you keep the account default or override it for these people specifically.
5. Send the invite or create the link.

Setting it for a member who's already in your account

1. On the Users page, find the member in the table.
2. Open their row actions and choose Set temporary access. (You can also tick several members and use the bulk Set temporary access action.)
3. Choose Permanent to remove any expiry, or Until a date and pick the end date.
4. Under On expiry, keep the account default or choose Suspend or Remove for this member.
5. Click Save.

A member's expiry shows in the Access expires column of the Users table: a date for timed members, Permanent for everyone else, and a red Access expired badge once the date has passed.

What happens when access expires

On the expiry date, the member loses access right away. What happens to their membership depends on the behavior you've chosen:

• Suspend keeps the member in your account with their group, classes and history intact, but blocks access until you re-enable them. Nothing is lost.
• Remove takes the membership out of your account. Their SimplyPrint account and data are kept, but to bring them back you'd send a new invite.

Choosing suspend or remove

You set the account-wide default in Settings → Data & security, in the Temporary access card:

• Suspend & keep (the default) - block access but keep the member so you can re-enable them later.
• Remove - remove the member from the account when access expires.

This default applies to every timed member unless you override it for a specific person using the On expiry option when inviting or editing them.

Re-enabling or extending access

For a suspended member, getting them back in is quick:

• In the Users table, use the Re-enable access action on their row to clear the expiry in one click, or
• Use Set temporary access and choose Permanent, or pick a new future date to extend them.

Both work on several members at once if you select multiple rows first. For a removed member, send a new invite, their data is still there and will reconnect to your account.

Expiry warning emails

Members with an email address get automatic reminders before their access ends, so the deadline is never a surprise:

• About 30 days before.
• About 7 days before.
• The day before, as a final notice.

The emails tell the member when their access ends and that an administrator can extend or re-enable it. If you extend or clear someone's date, the reminder schedule resets for the new date.

Good to know

• The account owner is never affected by temporary access, so you can't accidentally lock yourself out.
• The earliest end date you can choose is tomorrow, a same-day date would expire immediately.
• You can only set or change temporary access for members in a group you're allowed to manage, and you need permission to remove users.
• Temporary access controls when someone can reach your account. To control how much they can print or spend while they're in, use quotas and limits.

Related articles

• Managing your users: the Users page
• How to invite users to your account
• Require 2FA and restrict panel access by IP
• User groups and permissions
• Cleaning up and removing users from your account

Updated on: 16/06/2026