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.

WARNING: when you delete a user’s account, all training history is also deleted!

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.

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, LearnUpon 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 LearnUpon until an admin or manager either enables the account again, or deletes the account.

For users who have accounts in both a top-level portal and a sub-portal:

·       disabling or deleting a user account in the top-level portal also disables or deletes their sub-portal account

·       disabling or deleting a user account in a sub-portal does not affect their top-level portal 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:

• “soft” deletion: the user is no longer visible through search, and doesn’t appear in groups, enrolled in courses or in reports
• 30-day cooling-off period: the user account exists in the portal but is accessible only to the Support team. Support can restore the account at this point on request
• 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 LearnUpon’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.

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

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:

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. Are you sure you want to delete the user from this portal?

3.    From the confirmation dialog that opens, select Delete.

Undo a user deletion

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.

Contact the Customer Support team for help to restore a deleted user within the 30-day period.

• Related Articles

• Admins: Batch user upload: overview and options explained

  Intended Audience: Administrators Summary Create, invite or update data for large numbers of users by uploading a CSV file: this article covers the feature, and its options in detail. The batch user upload feature is an effective tool for admins to ...

• Download all user data in portal

  Intended Audience: Admins, Managers Summary Download all your user settings and information, aka metadata, including custom user data, in comma-separated value (CSV) format. This download contains most of the data available from a user's profile. Use ...

• Admins: User types and permissions: overview

  Intended Audience: Administrators Learn the four broad user types and their permissions within Safety Made Simple.  User types define what features users can access. You set the user type when you create or invite users.  The 4 user types are: ...

• Add users to your portal

  Intended Audience: Administrators, Managers Summary Create or invite users to your portal to get them started on training courses, or to help administer your portal. A vital administrative process is creating accounts for learners. This article ...

• Admins: Custom user data and dynamic rules: editing options

  Intended Audience: Administrators Summary Learn what parts of custom user data you can change while dynamic rules are active. As background for editing custom user data, see: Custom user data: set up custom fields with details about field types ...