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.
In the left navigation, make sure you are in the Academy Workspace.
When in the Academy Workspace, select Academy Admin for all Academy Administration options.
Select Organization and then Manage Team 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:
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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.
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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 very easy to reactivate a user you have deactivated and make them again 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, and curricula 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.
Library Items and 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. Additionally, reports created by a user will be deleted when that user is deactivated, and the library items will continue to show 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.
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 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!
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The mass deactivation template has a limitation regarding its size. The size of the file does not specify the number of entities that are inside the template. So, it is safer to say that a user can upload a template of approximately 1MB.
- 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.