What is the preferred method for removing a user from Smartsheet?

The preferred method for removing a user from Smartsheet is by deactivating users. This approach allows the administrator to retain the user's historical data, permissions, and configurations within the system. Deactivation means the user will no longer have access to Smartsheet, but their previous contributions, like comments, attachments, and sheet activity, will remain intact for reference and auditing purposes.

Deactivating a user is particularly beneficial in scenarios where the same individual might be reintroduced to the platform in the future, alleviating the need to recreate their access and potential settings. This contributes to better user management and a smoother transition if you ever need to re-enable that user's access.

In contrast, deleting users removes them and all their associated data from the system. This action is irreversible and can lead to loss of valuable information and contributions associated with that user. Thus, deactivation is generally the safer, more efficient choice for managing user access in Smartsheet.