Disable and delete user accounts in a portal

Intended Audience: Admins, Managers

Learn how to disable and delete accounts

You can disable individual accounts through a user’s profile, or disable multiple accounts through the batch user upload feature. You can also delete accounts if required.

Access Permissions

·      All Admins: can disable and delete accounts in a portal.

·      Managers with correct permissions: can disable and delete individual users within their groups, through the learner's user profile.

Managers do not have access to batch user upload, so can't disable large numbers of accounts in one step.

User status overview: enabled, expired, disabled, deleted

Enabled

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.

Expired and disabled

When you create users, you can optionally 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.

A disabled account is not accessible to the user, but is accessible to admins and managers.

The disabled status is reversible. The user data, enrollments and training history remain intact within Safety Made Simple until an admin or manager either enables the account again, or deletes the account.

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

·       any content they added to forums remains in place, as part of topics or posts

Disabling an account is an effective way to manage user access for:

·       contract employees, who don't require access at all times

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

·       extended holidays

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

Deleted

Deleting an account is a multi-stage process, with a cooling-off period to make sure that deletion is absolutely required. Deleting an account is permanent. It includes deleting a user's training history. Once deleted, this history can't be retrieved.

When admins and managers delete users, these stages include:

1. 30-day deletion period: the user account exists in the portal but doesn't appear in groups, enrollments or reports.  You can find the account by searching for users and filtering for Deletion pending status. An admin can also restore the account, or proceed to delete the user before the 30 day period ends
   

• anonymizing data: after 30 days, all personally identifiable information (PII) is removed from the account. The account is no longer visible or accessible, and the Support team can no longer restore the account
• permanent “hard” deletion: 6 months after the first deletion, all user-related data, anonymized and non-anonymized, is deleted permanently, following Safety Made Simple’s data retention policies

 Note: Admins and managers deleting an account is similar to the method of deleting a user account permanently on request, to comply with privacy requirements.

Undo a user deletion, aka restore an account during the deletion period

Mistakes happen, and sometimes you select Delete on the wrong account.

Safety Made Simple holds onto a user’s account unique identifier and their associated data such as custom user data, enrollments, and training history for 30 days after the initial deletion.

Deleting an account in less than 30 days

Admins can delete an account immediately, as required. This deletion is permanent and you can’t retrieve any account data afterward.

The account username and email identifiers are available immediately after deletion for re-use, if required.

Warning: Safety Made Simple recommends admins use this option only as a last resort to resolving issues with an account.

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.

1.    From main navigation menu select Users.

2.    Search for and select the user you need to disable.

3.    From Basic Info, toggle Login enabled, to disable access.

4.    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

When you delete a user from a portal, they no longer appear in:

1. Groups
   
2. Course enrollments
   
3. Reports

      

The deleted user’s unique identifier - their email address or username - is unavailable for re-use for 30 days after the deletion.

1.    From the main navigation go to Users > find desired user’s name.

2.    From the action menu select Delete User. The application opens a dialog, which reads:

Warning: Deleting this user will also delete them from any sub-portals they are a member of. This action is reversible for 30 days from the date of deletion. Contact the Support team for help. Are you sure you want to delete the user from this portal?

3. Select Delete.

The user’s profile page changes to show a Permanent deletion pending message, and the end date of the cooling-off period. See the following screenshot for an example of an admin view.

Restore an account from deletion

During the 30-day cooling off period an admin can restore the account.

Managers cannot either restore accounts, or delete users in less than 30 days.

1. From the main navigation go to Users.
2. From Filter, select User status as Deletion pending to view any users in this status, as shown in the following screenshot.
   

3. Select the user from the list view.
4. From the user’s profile, select Restore account.
5. In the dialog that opens select Restore account.
6. The portal shows a confirmation message.
7. Check Users to see the user’s account listed, and review their enrollments and groups.

Delete user now for immediate action

Using Delete user now can take up to a minute to complete its processes, and remove all the user’s records from the portal.

1. From the main navigation go to Users.
2. From Filter, select User status as Deletion pending to view any users in this status.
3. Select the user from the list view.
4. From the user’s profile, select Delete user now.
5. The confirmation dialog that opens reads:
   
   Important: You are about to instantly delete this user. Proceeding here will irrovocably delete this user. Are you sure you want to proceed?
   
   Select Yes, delete user now, as shown in the following screenshot.

The portal shows a confirmation message.

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