Overview
Managing user access in HolonIQ happens at multiple levels. Before removing someone, it’s important to understand where they currently have access and what you are trying to achieve.
In many cases, you do not need to remove a user entirely from your HolonIQ account.
Understand the Different Levels of Access
HolonIQ access works across three distinct layers:
Account (Organisation / Institution)
This controls whether a user belongs to your organisation’s HolonIQ account at all.Workspaces
Workspaces contain dashboards and analysis. Users can belong to one or many workspaces within an account.Dashboards (Shared individually)
Dashboards can be shared directly with users, independently of workspace membership.
Because these layers are independent, removing a user from one layer does not always remove access at the others.
Option 1: Remove a User from a Workspace
This is the most basic and lightest approach. Let's look at an example:
If a colleague:
no longer works on a specific project which is related to a specific Workspace, or
should no longer see certain Dashboards which are siloed in a specific Workspace,
you may only need to remove them from a Workspace.
What this does:
Removes their access to all Dashboards and content inside that Workspace
Leaves their overall Account access intact
Does not affect other Workspaces they may belong to
This is the recommended first step in most situations.
How to Remove a User from a Workspace:
Start by finding the Gear Icon in the main Admin menu after clicking on your organisation's logo in the upper-left:
Then choose the Workspace in question of which the User is that you want to remove.
In the list, find that User, and click on the Delete icon:
Option 2: Remove a User from your Account
If a colleague:
has left your institution entirely, or
should no longer have any access to your organisation’s Account,
an Admin can remove them from the Account.
What this does:
Removes the user from your organisation’s Account
Automatically removes them from all associated Workspaces
This is a stronger, organisation-wide action and should be used carefully.
Important: Removing a user does NOT automatically revoke Dashboard shares!
Even if a user is:
removed from your account, and
removed from all workspaces
they will still be able to access Dashboards that were shared directly with them.
Why this happens:
Users can have a generic HolonIQ account that exists independently of any single organisation
Dashboard sharing is user-based, not account-based
As a result:
Any Dashboard explicitly shared with that user will remain visible to them
This access must be removed manually, Dashboard-by-Dashboard
How to Remove a User from an Account:
How to Fully Remove a User from all Content
If you need to ensure a user no longer has access to any of your content, you must:
Remove them from relevant Workspaces
Remove them from your Account (if appropriate)
Manually unshare any Dashboards that were shared directly with them
Note - at present, there is no bulk action to revoke all Dashboard shares for a user.
To remove a User from a Dashboard, first navigate to the Dashboard in question, then find controls at the top right of the Dashboard screen and click on the Share icon:
On the pop-up menu which appears, find the User who needs their access removed and change their permission to "Remove":
Best Practice Recommendations
If someone changes role:
→ Start by removing them from specific workspacesIf someone leaves your organisation:
→ Remove them from the account and review dashboard sharesFor sensitive dashboards:
→ Prefer workspace-based access over individual dashboard sharing
This approach reduces the risk of lingering access over time.