Topic
This article describes how Everbridge Suite treats contact records and user login accounts when contacts are removed via HR-driven uploads (such as CSV Replace or Delete files). It explains the difference between contacts and users, clarifies what is and is not de-provisioned automatically, and outlines how to manage user accounts separately.
Description
Contacts vs. User Accounts in Everbridge Suite
In Everbridge Suite, users and contacts are separate record types.
In Everbridge, there are two distinct types of accounts: user accounts (which can send notifications) and contact records (which receive notifications).
A user account appears in the user list and has credentials and specific system permissions to log into the Everbridge web console to send notifications.
A contact is a person record that can be sent a registration to access the member portal or mobile app. A contact is typically an entry in the system without direct login access.
A contact may have credentials for the member portal or mobile app but not be a “user” in the user list.
A user account can be linked to a contact record, but this is not automatic and requires manual configuration by an administrator.
A single person can be a contact, a user, or both.
When attempting to reset passwords or modify access, ensure you are working with the user account, not just a contact profile.
Contact Removal Behavior with HR-Driven Uploads
When a contact is removed from Everbridge via an automated HR upload. the contact record is deleted from the system. This applies whether the upload is manual or automated. Deleting contact records through a contact upload does not automatically remove the corresponding user records.
A CSV Replace file upload will automatically remove contacts that are not present in the current data file, eliminating the need to track deletions manually.
One approach is to use Replace uploads to remove inactive accounts and align the Everbridge contact list with an HR system.
Impact on User Login Accounts
Deleting contacts via an HR-driven contact upload only affects contacts. When a contact is removed from Everbridge via an automated HR upload, the contact record is deleted from the system; however, this does not automatically remove the associated user account.
Deleting contact records through a contact upload does not automatically remove the corresponding user records. User records typically need to be managed manually or through an API integration.
Managing User Accounts Separately
User accounts must be manually removed through the Manager Portal or via API. User records typically need to be managed manually or through an API integration. Organizations should have a separate process for removing user access when employees leave.
Some systems may only use contact records for authentication, which can impact login processes. A user account can be linked to a contact record, but this is not automatic and requires manual configuration by an administrator.
Using Contact Uploads Correctly
When importing contact lists, the Contact Upload workflow must be used at https://manager.everbridge.net/contactCenter/upload. When importing contact lists, importing as contacts is required.
If the entity exists as a user in another organization or at the meta account level, that can cause conflicts when trying to create a contact with the same External ID.
Everbridge recommends using CSV Replace files for automated uploads when automatic handling of removals is needed. A CSV Replace file upload will automatically remove contacts that are not present in the current data file, eliminating the need to track deletions manually.
Additional design considerations and details on the Contact Upload process are available in the Everbridge Suite Contact Upload User Guide: EBS: Contact Upload User Guide.
Best Practices for Aligning HR Uploads with Access Management
Users and contacts are separate record types; contact deletion through HR uploads affects only contact records.
User records typically need to be managed manually or through an API integration.
Organizations should have a separate process for removing user access when employees leave.
Everbridge recommends using CSV Replace files for automated uploads when automatic handling of contact removals is needed.
For additional guidance on choosing between integration options and file uploads for managing contacts, see EBS: Choosing Between Contact Integration, Contact Synch (API) and File Upload (SFTP) for Uploading Contacts.
For information on testing contact integration and understanding the impact of synchronization with an HR system, see EBS: Contact Integration Testing.
FAQ
If HR removes a contact from the upload file, is the contact removed from Everbridge?
When a contact is removed from Everbridge via an automated HR upload (such as a CSV Replace or Delete file), the contact record is deleted from the system. Everbridge recommends using CSV Replace files for automated uploads when automatic handling of removals is needed; a CSV Replace file upload will automatically remove contacts that are not present in the current data file.
If a contact is deleted via HR upload, does the Everbridge login account stop working?
Deleting contact records through a contact upload does not automatically remove the corresponding user records. When a contact is removed from Everbridge via an automated HR upload (such as a CSV Replace or Delete file), the contact record is deleted from the system; however, this does not automatically remove the associated user account (administrative or user login). User accounts must be manually removed through the Manager Portal or via API, and user records typically need to be managed manually or through an API integration.