Q. How can I change one of my regular users to a guest/restricted license type?
A. There is no automated way to do this since a regular user is a licensed user and a guest/restricted user has got an entirely different set of permissions - but there are steps you can do to make such a conversion, using the steps below:
- Open the user's profile page who you want to switch to guests and set a fake email address for him/her, i.e. for an example email Jugdish@abccompany.com set his email address to Jugdish@example.com (example.com is ignored by email servers and won't create an undeliverable mail) and change the person's display name as well - something simple like adding an "x" to the user name will suffice.
- On that same user profile page click the status drop down and change the slider for the Can login setting to OFF. (This will free up a license seat for another regular user).
- Add that same user as a new guest user and add his/her legitimate email address - the one you altered, above.
- Go to the Activity Center and filter for activities assigned to the user you set to can't login.
- Click Action button and then all the checkboxes of all the activities shown for the filter you set.
- See the ReAssign button which pops up a box to 1 + Reassign From the old full user whom you will make inactive and 2 to + Assign To the new restricted / guest user.
- Go back to the user page and use the status switch to set it to Inactive the old user to stop him/her from showing in lists.
Note: If you realized you made a mistake with this user and role immediately after creating them and they have no work attached then simply delete the user and proceed with making them a new guest user - but if this user has been logging in and doing work already e.g. sent a message, added a time entry, etc., then the steps, above, must be followed.