How to Modify or Deny a User's Access in Quickbase

Quickbase Roles & Permissions

A key role of an Admin includes denying users access when they are no longer needed. Follow Quandary Consulting Group's how-to guide about Quickbase user access

To deny a user access in Quickbase, you can remove them from the app, change their role to one with no permissions, or deactivate their account at the account level. The method depends on whether you want to restrict access to a single app or the entire Quickbase account.

Method 1: How to Remove a User from a Specific Quickbase App (Most Common)

The most common method to deny access to just one Quickbase app:

  • Go to your Quickbase app

  • Click Settings

  • Select Users

  • Find the user

  • Click the dropdown next to their name

  • Select Remove from app

Results: User can no longer access that app but may still access other apps.

**Method 2: How to Quickbase Change a User Role by Limiting Access **

If you want to restrict (not fully remove) access:

  1. Go to Settings → Roles

  2. Edit or create a role with no permissions

  3. Assign that role to the user

**Result: **User technically has access but cannot view, edit, or interact with data.

Method 3: How to Deactivate a Quickbase User at Account Level (Full Lockout)

If you want to remove access entirely across Quickbase:

  1. Go to Admin Console (Quickbase Account Settings)

  2. Navigate to Manage Users

  3. Find the user

  4. Select Deactivate user

**Result: **User cannot log in or access any Quickbase apps.

Important Considerations BEFORE Removing a Quickbase User's Access:

To prevent any issues once you have deactivated a user, we recommend always checking

  • **App removal does NOT equal account removal - **This is key to remember for our Quickbase Admin's that touch HR onboarding and off-boarding company employees.

  • If a user is only deactivated from a single app, this will NOT remove their Quickbase realm access

  • Deactivation requires admin privileges

  • Ownership of apps - You need to assign a new app user BEFORE you are able to deactivated the user.

  • **Pipelines or automations tied to the user **- Removing a user without transferring pipelines will impact any pipelines tied to the user that was deactivated

  • API tokens or integrations - Removing a user without transferring API Tokens or integrations that are tied to the deactivated user will be impacted

FAQs about Denying Quickbase User Access

1. Can I temporarily disable a Quickbase user?

Yes. Assign them a role with no permissions or deactivate them at the account level.

2. What happens when I remove a user from an app?

They lose access to that app but can still access others if permitted.

4. Does deactivating a user delete their data?

No. Their data and activity remain in the system.

5. Can I restrict access without removing a user?

Yes. Use roles with limited or no permissions.

6. Where can I get help with Quickbase User Access?

If you need help with User Best Practices for Quickbase applications, **Quandary Consulting Group **provides Quickbase consulting and optimization services in Denver, Colorado and across the United States, helping organizations improve data quality, usability, and automation.

  • By: Alistair Marsden

  • Title: Solution Consultant | Quickbase

  • Email: amarsden@quandarycg.com

  • Date updated: 01/05/2026