Disable a user account, or delete an account

Disable a user account, or delete an account


Intended Audience:  Administrators, Managers

Summary

Admins can disable one account through a user's profile or disable several using a batch CSV file. Disabling an account is one way to prevent a user from accessing their account, and it is reversible. Admins can also delete accounts if required.

Access Permissions

Admins have permissions to disable and delete accounts across a portal.

Managers can disable and delete individual users within their groups, through the learner's user profile. Managers don't have access to batch user upload, so can't disable large numbers of accounts in one step.


Overview of login status: enabled, disabled, and expired

When you create users individually or in batch user upload, Safety Made Simple enables their accounts by default. You can override this setting as required.

When you create users, one option is to set an expiry date for a user's access. After that date, Safety Made Simple disables their account. The user can't access the portal, unless an admin or manager enables their account again.

Disabling an account is one way to prevent a user from accessing their account, and it is reversible.

 Disabling an account controls user access for:

·        temporary or seasonal employees, who don't require access at all times

·        long-term leave, where users do not require access

·        extended holidays

While users' accounts are disabled:

·        users can't log in

·        users do not receive notifications

·        any enrollments for a group don't apply to their account

Managers running reports on their groups can filter for login status, to report only on users with current accounts. Without a filter, all users with an account appear in reports.

Disable an account

To temporarily prevent user access to Safety Made Simple, you can disable a user's login from the user's profile page.

  • From main navigation menu select Users.
  • Search for and select the user you need to disable.
  • From Basic Info, toggle Login enabled, to disable access.
  • Save to finish.

The following screenshot of a user's Info, with their access disabled.

If the user attempts to log in, the login page shows a message that reads: Your account is disabled or has expired. 

Tip: To disable a large number of user accounts, use the batch upload process.

Enabling an account again

To enable a user account again, repeat the process for disabling the account, setting the account to Login enabled.

To re-enable a large number of accounts, use the batch upload process, settings the entries in the enabled column to Yes.

For users in groups: when the account is enabled again, Safety Made Simple enrolls the users in any courses assigned to their group which they missed. The user receives the course notification messages.

Note: this enrollment step to "catch up" on group courses happens even if a course has expired. The user needs to follow up with their organization, outside of Safety Made Simple, to determine next steps.

 Delete an account from a portal

Warning: Safety Made Simple does not recommend deleting users because you will lose their training history. It is always best to disable a user. You can use the filters to weed out the disabled users when running reports or performing searches.

When you delete a user from a portal, they no longer appear in groups, courses, and reports.
  • From the main navigation go to Users > find desired user name.
  • From the action menu select Delete User. The application opens a dialog, which reads:
    • Confirm: Are you sure you want to delete the user from this portal?

The following screenshot shows the dialog.

  • From the confirmation dialog that opens, select Delete.


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