Removing an employee is a permanent action that removes all the previous records and progress of an employee connected to their account. Instead of removing employees or external members from your Academy, you can deactivate them. When you deactivate a member, they will be added as a past member, retaining their progress and reporting. This means that after deactivating, you can reactivate them anytime you want and track the progress they've already made.
To deactivate a user from your Academy you will need to go to the Manage Members page. Select Admin/Manage/Reporting in the upper navigation bar. On the left select Members, then Manage Members.
Deactivate or Reactivate User
If you deactivate a user, they will not be able to access your Academy unless you reactivate them. Their progress will be retained for you to report and you can reactivate them any time you want!
To deactivate a user, check the box next to the user's name (e.g. employee or external members), and then click Deactivate. You can select multiple users by checking the checkbox next to their names.
Please note that if you select all of the employees, the "Deactivate" button is not visible. This is actually the expected behavior, as the system is designed to prevent the "Deactivate" button from appearing when all employees are selected.
Specifically, this is an intentional safeguard to avoid potential issues such as:
- Accidental mass deactivation: Unintended actions, such as mass deactivations caused by a misclick or a lack of understanding about the wide-reaching implications of deactivating all users.
- Performance concerns: Deactivating all users in an academy could lead to significant delays due to the processing time required. Additionally, reactivating users and restoring their associated assignments, records, statistics, and other data could result in further challenges.
It is easy to reactivate a user you have deactivated and return them as an active member of your Academy. To reactivate a user, head to the Past Employees tab and click on the Reactivate button next to the user's name.
Note that reactivated employees do not count as new employees within automated assignment rules.
Content Owned by Deactivated Users
When an employee is deactivated, they might have content associated with their account, especially if they previously held roles such as manager, instructor, or admin.
Rules, courses, curricula and reports scheduled for others owned by a deactivated manager or admin will be automatically transferred to the academy's super admin. Please note that the ownership will remain assigned to the Super Admin account even after the user’s account is reactivated in the future.
Additionally, if a user with reporting permissions has scheduled a report and set themselves as the sole recipient, ownership of those scheduled reports will also be automatically transferred to the academy’s Super Admin upon the user’s deactivation.
The notification that is sent to inform the Super Admin when the owner of an automated rule is deactivated, includes the following details:
The original rule creator's information, including their full name and their user ID
The name of the rule
A link to the Automated Rules Dashboard > Course assignment page
Additional rule information, such as the rule type (e.g., Course Assignment, Onboarding) and the rule ID.
A link to access the rule directly in edit mode
Please refer to the screenshot below for an example of how the notification appears.
Affected Rule Types:
This notification applies to the following types of automated rules:
Course/Learning Path Assignment or Reassignment Rules
Preferred Time Zone Rules
Above Unit and Unit Associations Rules
Onboarding Rules
Library items, as well as private and public reports are not transferred over and can only be transferred on the back-end. If you need these to be transferred, contact our support team for assistance. When a user is deactivated, any private or public reports they created will be deleted, while library items will remain available and will continue to display the deactivated user as their owner.
Impact on Course Licenses
When a user is deactivated, any licenses for purchased courses return to the academy. If the user gets reactivated, the user would need to be re-allocated the license.
Reactivated users can see the old licensing courses under 'Drop out courses'. Unless they are re-allocated a license, they cannot access this course. If they are re-allocated, any previous progress and completions remain as before the deactivation.
Impact on Event Registrations
When a user is deactivated, the system automatically removes the user’s enrollment from any upcoming events for which they have not yet been marked as attended. As a result, the seats previously reserved for the deactivated user are released and made available to other potential registrants. If the user is reactivated at a later time, their previous event enrollments will not be automatically restored, and they would need to be re-registered for those events manually if participation is still desired.
Impact of Reactivation on Automated Training Assignments
For detailed information regarding how training assignments created through rules are managed after a learner is reactivated, please refer to the article “Rule-Based Assignment Handling for Reactivated Learners”.
Bulk Deactivation
You, as an Admin/Manager with the relevant permission enabled (Deactivate user), have also the option to deactivate users in bulk via an excel file upload.
To do so, download the “Mass deactivation” template, on the right side of the page.
In the “Mass deactivation” template, make sure to add the User ID, the Firstname, and the Lastname of the users that you want to deactivate. Once the template is ready, upload it to Schoox by clicking the Upload File button.
Tips!
- The maximum allowed file size for the mass deactivation template is 1MB. Please note that this limit is based on the total file size, not the number of entities included. Supported file types are: ".xlsx", ".xlsm", ".xls".
- If the Admin of the academy has enabled the "Deactivated user summary report" notification, the user (Admin/Manager) who initiated the deactivation will receive an email once the process has been completed.
- We strongly suggest to not trigger conflicted actions (ie deactivate and reactivate) in a short period of time. This is because such actions trigger multiple background processes which take time to be executed and multiple checks that have to be performed to ensure that everything was properly completed. The recommendation is waiting about ten seconds before triggering the next possible action.