Users: Deactivate and Activate

Article Links Introduction | Benefits | View Inactive Users | Deactivate a User | Activate a User |

DEACTIVATE AND ACTIVATE USERS INTRODUCTION

Deactivating a user is the preferable alternative to deleting a user or locking out a user.

For example, you would deactivate a user when an employee terminates, retires or are on an extended leave of absence.

When the user is deactivated, the LMS stores their completion records and any assigned security roles. A deactivated user can be activated at any time and therefore, their completion records and assigned security roles will be restored.
Note: Deleting a user is generally discouraged as all completion records associated with that user are also deleted.

When you deactivate a user, they will not be able to:

• Log in to the LMS to complete training
• Perform administrative functions (provided they have an assigned security role)
• Receive any previously scheduled jobs – for example, reports emailed to the user’s email address

The user will not be:

• Listed on the default view of the Manage Users screen (the view can be changed to view inactive users)
• Listed on other screens, such as Assign Training
• Included in reports (unless requested)

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 BENEFITS

When a user record is inactivated, that user is no longer considered one of the licensed users (that you pay for) in the LMS.

For example, if you have paid for 50 licensed users, have 50 active users and inactivate one of those users, you will be using 49 of the 50 licensed user records.

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 VIEW INACTIVE USERS

The Manage Users screen defaults to display active users only. Therefore, all search results will only display active users. The view can easily be changed to display inactive users. Follow these steps to view inactive user records.

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Users link on the left navigation bar.
3. Click the Other Actions button on the tool bar.
4. Select Show Inactive Users from the pull down menu.
5. A list of all inactive users appear.

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DEACTIVATE A USER

Follow these steps to deactivate a user:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Users link on the left navigation bar.
3. Search and locate the user following the directions provided in Using Search article.
4. Click the user’s name to highlight the user’s row. 
   Note: To select multiple users, use Shift+left mouse click and or Ctrl+left mouse click.
5. Click the Other Actions button on the tool bar.
6. Select Deactivate Users from the pull down menu.
7. Click the OK button on the Deactivate Users confirmation screen. 
   Note: The user will disappear from the Manage Users screen. This is because the default view on the Manage Users screen displays Active Users only. Refer to the View Inactive Users in this article for instructions to view inactive users.

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ACTIVATE A USER

A deactivated user can be activated at any time. Once a user is activated their completion records and security role setting will be restored. The user will be a licensed user. Follow these steps to activate an inactive user:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Users link on the left navigation bar.
3. Search and locate the user following the directions provided in View Inactive Users.
4. Click the user’s name to highlight the user’s row. 
   Note: To select multiple users, use Shift+left mouse click and or Ctrl+left mouse click.
5. Click the Other Actions button on the tool bar.
6. Select Activate Users from the pull down menu.
7. Click the OK button on the Activate Users confirmation screen.
   Note: The user may disappear from the Manage Users screen. This is because the selected view on the Manage Users screen displays Inactive Users only. Select Other Actions then Show Active Users to return to the Manage Users default view.

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