KB677 | v17 | How to Deactivate Users

KB677 | v17 | How to Deactivate Users


This KB serves to inform users on how to deactivate accounts and what to do if an account cannot be deactivated due to existing enrollments.

Deactivate a User

-Go to the Employees page, edit the user and see their Person Information page.
-Set their Deactivate Date (the day they will be deactivated) and choose if you want to remove associations.
-Continue forward and save as you normally would.
How to deactivate one user via the Person Info page

Deactivating Multiple Users

-From the Employees page, check the checkboxes to the left of each student.
-Then click the deactivate button in the upper right corner.
How to select multiple users for deactivation

-Then set the Deactivate Date and choose if you want to remove associations.
Setting the Deactivate Date for multiple users

Deactivating users with Active Enrollments

Users with active enrollments can't be deleted, as shown below. The following steps will show you how to remove the enrollments so they can be deactivated.
Error message indicating that the student cannot be deactivated due to an existing enrollment

-Go to each students Training Transcript and look for any trainings they are enrolled in. You will need to cancel these enrollments, so remember these trainings.
Image showing a Training Transcript with current enrollements

- Then go to each training's Training Manage section (in Training Setup), select the student's who need to be un-enrolled with the checkboxes and click Cancel Enrollment.
How to Cancel Enrollments

-With all enrollments canceled, you can now deactivate the student.

When Users Can't be Deactivated

Please note that if a student has engaged with training in any way within the last 30 days, they cannot be deactivated. You must wait until the Minimum Deactivation date has been reached in order to deactivate them.

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