Manage guest users (external users) efficiently

Guest users (external users) are users that access your Atlassian cloud instance using an email address that belongs to a different domain than your company’s. These users are typically external consultants, customers or guest researchers that need access to Jira or Confluence to collaborate with your company’s own teams on specific projects. Many companies do not have formalised processes to handle these users and therefore either abstain from giving them access at all or forget to offboard them when the project is over. Automated User Cleanup & Deactivator for Cloud makes managing these users more efficient.

There are two ways to set up standardised offboarding for guest users (external users)

Offboarding schedule based on Atlassian licensing groups

This approach is recommended when one cleanup logic applies to all external users.

1. Create a dedicated group for guest users in Atlassian User Management
   

   

2. Create a cleanup schedule applicable to the guest user group
   

   

Offboarding schedule based on Automated User Cleanup Roles

This is the prefered approach if you have guest users working on different projects that need different cleanup rules. In the example there is one group of summer students that we need to offboard on August 15th every year and one group of external consultants that we need to offboard after 1 day of inactivity.

1. Create one role for each group of guest users

2. Assign users to the Role they should belong to

3. Create a cleanup schedule applicable to each group

Guest users are easily recognisable in the user table by being marked with a grey circle in the “Managed” column.