Overview
The Magentrix Portal User Options card in HubSpot allows administrators to deactivate portal access for users directly from HubSpot without logging into Magentrix. Deactivating a user removes their ability to log in to the portal while preserving their user record and associated data. This is useful when managing team changes, offboarding users, or optimizing license usage.
Learn more about managing partner portal access with Magentrix.
Prerequisites
Before deactivating a portal user from HubSpot, ensure:
- Portal Options Card Configured: The Magentrix Portal User Options card must be added to your HubSpot contact page layout. See Configuring Magentrix Portal Options.
- User Currently Active: The contact must already be enabled as an active portal user to deactivate them.
- Administrator Permissions: You need appropriate administrative permissions in HubSpot to manage contacts.
Steps to Deactivate a Portal User
Follow these steps to deactivate a portal user from HubSpot:
Open the contact record in HubSpot for the user you want to deactivate.
Locate the Magentrix Portal User Options card in the right sidebar of the contact page.
Click the Actions dropdown within the Magentrix Portal User Options card.
Select "Deactivate User" from the available options.
Confirm the deactivation when prompted.
Result: The user is immediately deactivated and can no longer access the Magentrix portal. Their user record, associated data, and activity history are preserved in the system. The user license is freed up and becomes available for assignment to another user.
What Happens After Deactivation
Once you deactivate a user:
- Portal Access Revoked: The user can no longer log in to the Magentrix portal. Any active sessions are immediately terminated.
- License Released: One user license is freed up in your available license pool and can be assigned to a new user.
- Data Preserved: The user's record, historical data, activity logs, and associations remain intact in the system.
- No Email Notification: The user does not receive an automated notification about the deactivation.
- Contact Record Updated: The HubSpot contact record reflects the user's inactive portal status.
Reactivating a Deactivated User
If you need to restore portal access for a deactivated user:
- Open the contact record in HubSpot
- Locate the Magentrix Portal User Options card
- Click the Actions dropdown
- Select "Reactivate User" or "Enable as Portal User"
- Confirm the reactivation
The user will receive a new activation email with login instructions.
See the related article: How to Enable a Portal User from HubSpot
Troubleshooting
I don't see the "Deactivate User" option
Solution:
- Verify the contact is currently an active portal user. If the user is already inactive, the Actions dropdown will show "Enable as Portal User" or "Reactivate User" instead.
- Confirm you have administrative permissions in HubSpot to manage contact records.
- Check that the Magentrix Portal User Options card is properly configured on your contact layout.
The deactivation didn't take effect
Solution:
- Refresh the HubSpot contact page to see the updated status.
- Verify the deactivation in Magentrix by checking the user's status in Setup > Security > Manage Users.
- Check for any error messages that may have appeared during the deactivation process.
- Ensure your HubSpot integration with Magentrix is properly connected and syncing.
I accidentally deactivated the wrong user
Solution:
- Immediately reactivate the user following the steps in the "Reactivating a Deactivated User" section above.
- The user will receive a new activation email and can regain access quickly.
- No data is lost during deactivation, so reactivation fully restores the user's access.
I can't deactivate the user due to license restrictions
Solution: This shouldn't prevent deactivation. Deactivation always frees up a license regardless of your current license status. If you encounter this error:
- Contact Magentrix support for assistance
- Verify you have the correct permissions in both HubSpot and Magentrix
The user says they can still log in after deactivation
Solution:
- Ask the user to log out completely and clear their browser cache
- Verify the deactivation was successful in the Magentrix admin panel
- Check if there are multiple user accounts for the same contact (rare but possible)
- Allow a few minutes for the deactivation to fully propagate through the system
Best Practices
- Communicate Changes: Inform users before deactivating their access to avoid confusion and frustration.
- Document Reasons: Keep internal records of why users were deactivated for future reference and compliance purposes.
- Regular Audits: Periodically review your active user list to identify and deactivate users who no longer need access.
- License Management: Deactivate unused accounts to optimize your license allocation and reduce costs.
- Preserve Records: Never delete user accounts. Deactivation preserves important historical data while removing access.
- Temporary vs Permanent: Consider whether the deactivation is temporary (team member on leave) or permanent (employee departure) to plan for potential reactivation.
Understanding Deactivation vs Deletion
Important Note: Users cannot be deleted from Magentrix. Deactivation is the proper way to remove portal access while maintaining system integrity:
- Deactivation: Removes login access, preserves all data, frees up licenses, and allows for future reactivation if needed.
- Anonymization: A separate process for privacy compliance (GDPR) that permanently removes personal identifying information. Users must be deactivated before anonymization. See documentation on Anonymizing Users.
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