Who is this article for?

Client Administrators Who will be able to amend the active status for all users on the system.

Client Managers Who will be able to amend the active status for the users in groups they are responsible for.

You can amend the active status of a user by updating these on an individual basis or in bulk via the Management System or the Reporting System.

This article is split into sections so feel free to jump to the section you require information on

Amending individual users active status

Amending multiple users active status in the Management System or Reporting System

Schedule for deactivation

Amending individual users active status

To Amend the active status of an individual user you will first need to locate them within the Management System.  Go to the User tab and search for the user by their email address.  This will give you the following options, and from here you can select the View/Edit button to view their profile 

In the top right corner of the users profile you will see a switch where you can make the user active or inactive

IMPORTANT INFORMATION!  If you try to add a user to your Ideagen Workplace Training system and you see a message advising you of a duplicate user, this user may already exist on your system but is currently inactive.  Speak to a Client Administrator for your system who will be able to check all users to see if this is the case

Amending multiple users active status

You may have a group of users on your system who you wish to make inactive.  You are able to bulk deactivate (or activate again) these users the following way:

Management System

Go to the Users tab and use the filters to select the group you wish to edit.

Once the correct filters are set you can either select individual users to make inactive, or use the select all button to select all users on the page

You can then change the Action to take drop down to Deactivate selected users and then press the Action button to complete this request.

The users will now only appear if you change the filters at the top of the page to show users with an Inactive status.

Reporting System

Go to the Reporting System and select the Users Report.

You can apply the Primary Filters to narrow down the Role of the users and their current User Active Status.  You can also apply the Secondary Filters to select a specific group to make active/inactive.

Then select Apply Filter, and the table will show you the users who fall under these filters.  If there are over 10 users in this filtered group, you can use the Items per page drop down to increase the number of users to view.

Then use the Select All option to highlight all users (or individually select only those you want to make active/inactive).

You will then select Set user status from the drop down menu on the left, and select Action >>.

This will bring up the following box where you will be able to chose whether to make the selected users active or inactive

This will confirm the action immediately and those selected users will have been made active/inactive.

Schedule for deactivation

A users active status can be scheduled, for example if a user is going to leave the organisation a deactivation date can be saved on their profile. 

A users can also be made inactive or active on particular dates.  This may be used for sick leave, secondments, maternity leave, sabbatical etc. 

To set a schedule, go to the users profile you wish to set a schedule for.  Select the Schedule option in the top right of their profile

You will then be able to choose the relevant dates of when to deactivate and reactivate them and a reason for carrying out the action if required

On this has been set you can select Save which will set the action in motion.