IMPORTANT! DELETED USERS CANNOT BE RECOVERED
If in doubt, deactivate a user instead of deleting them from your portal. Deactivated users cannot log in and will be removed from reports, but you can always reactivate them later with their full prior training history. Your subscription will not be impacted by deactivated users.
Admins can deactivate any person in their portal at any time using the following methods:
When you deactivate a person they will no longer be able to log into your portal (they are 'locked out'). However, all of their data and information will be retained and you can reactivate them at any time.
How do I deactivate a person in my portal?
Using the bulk actions on the People page
To deactivate one or more users:
Go to Admin → People.
Select one or more people using the checkboxes in the first column.
Click the 'Bulk Action...' drop-down above the table and click 'Deactivate people'.
After confirming the action, the selected people will be deactivated from your portal.
Via an individual's profile page
To deactivate an individual via their profile page:
Go to Admin → People.
Locate the user, using a filter if required, and click their name to access their profile page.
Click the 'Deactivate' option next to the 'Status' field under 'Access' on their profile.
After confirming the action, the individual will be deactivated from your portal.
Using a CSV file upload
To deactivate one or more users via a CSV file, follow the steps to perform a bulk CSV file upload ensuring you populate the 'Active' field with 'No' for any users you want to deactivate.
After successfully completing your bulk CSV file upload, the applicable users will be deactivated from your portal.
By scheduling the deactivation of one or more users
You can also schedule a future date to automatically deactivate a person. This date can be set when:
Adding a new user (by including a date next to the 'Deactivation date' field).
Via an individual's profile page (by adding a date next to the 'Deactivate Date' field).
When performing a bulk CSV file upload to update user details (by ensuring you populate the 'Deactivate Scheduled Date' field with a date for any users you want to deactivate in future).
Via the Public API or Zapier API.
The platform checks for scheduled deactivations each day and will deactivate anyone scheduled to be deactivated on the present day's date (or an earlier date). The platform will then reset the deactivate date.
You can filter for people with deactivation dates on the main People page in Admin.
Note: An automated notification can be sent to people a set number of days prior to their scheduled deactivation date. This feature is disabled by default.
To enable it, navigate to Admin → Account → Emails, scroll down, and click 'Edit platform emails' - then choose how many days prior to the scheduled deactivation date the reminder should be sent, and turn the slider on.
You can customise this email by copying the existing one and setting your new version as the default.
This email is only sent for scheduled deactivations - it will not be sent for manual, upload, or API-triggered deactivations.
How do I delete a person?
To delete a user completely from your portal:
Go to Admin → People.
Select one or more people using the checkboxes in the first column.
Click the 'Bulk Action...' drop-down above the table and click 'Delete people'.
Confirm you want to delete the person by clicking 'Delete'.
Further confirm the deletion by entering the text into the text box as requested, then click 'Confirm delete'.
After confirming the action, the selected people will no longer exist in your portal.
Alternatively, you can delete an individual from their profile page by clicking the 'I want to...' drop-down on the top-right of the page and clicking 'Delete person'.
You will receive the same warnings as above upon deletion. When you delete a person, their training progress, responses, answers and enrolments will be deleted and cannot be recovered.
If a deleted user had shared any insights in topics, their insights will remain, but will be assigned to 'Deleted user'. This allows their knowledge to be retained in the topic.
⚠️⚠️ IMPORTANT! DELETED USERS CANNOT BE RECOVERED. ⚠️⚠️
Reactivating a person
There are several ways to reactivate a deactivated user.
Reactivate a group of users
Go to Admin → People.
Click the 'All people' filter button and, in the window that opens change the 'Activated' field to 'equals No'. Then click 'Filter'. This will list all your deactivated people.
Select one or more people using the checkboxes in the first column.
Click the 'Bulk Action...' drop-down above the table and click 'Reactivate people'.
After confirming the action, the previously deactivated people will now be reinstated within your portal along with all of their history.
Reactivate a single user
Go to Admin → People.
Click the 'All people' filter button and, in the window that opens change the 'Activated' field to 'equals No'. Then click 'Filter'. This will list all your deactivated people.
Select your deactivated user from the table by clicking on their name.
This will open their Profile tab. In the Access panel on that page, there is a STATUS row with options to Reactivate or Deactivate.
You can also schedule a future date to automatically reactivate a person. This date can be set when:
Via an individual's profile page (by adding a date next to the 'Reactivate Date' field).
When performing a bulk CSV file upload to update user details (by ensuring you populate the 'Reactivate Scheduled Date' field with a date for any users you want to deactivate in future).
Via the Public API or Zapier API.
Via a Token used by the individual to self-register and enrol in your portal.
The platform checks for scheduled reactivations each day and will reactivate anyone scheduled to be reactivated on the present day's date (or an earlier date). The platform will then reset the reactivate date.
You can filter for people with reactivation dates on the main People page in Admin.
Note: An automated notification can be sent to people who have been reactivated through a scheduled reactivation. It is sent on the reactivation date, once their account becomes active. This feature is disabled by default.
To enable it, navigate to Admin → Account → Emails, scroll down, and click 'Edit platform emails' - then turn the slider on.
You can customise this email by copying the existing one and setting your new version as the default.
This email is only sent for scheduled reactivations- it will not be sent for manual, upload, or API-triggered reactivations.