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
   
   

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

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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 this example there are summer students that we need to deactivate on August 15th every year and external consultants that we need to clean up weekly.

1. Create one role for each group of guest users
   
   

2. Assign users to the Role they should belong to. In this example three users are summer students and three external consultants

3. Create a cleanup schedule applicable to each Role. In the example summer students are cleaned on August 15th while external consultants are cleaned weekly
   
   

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