Summary
You can disable a single account through a user's profile, or disable several accounts using a batch CSV file. You can also delete accounts if required.
This feature is available to all customers.
Access permissions
Admins have permissions to disable and delete accounts across a portal.
Managers can disable and delete individual users within their groups, through the learner's user profile. Managers don't have access to batch user upload, so can't disable large numbers of accounts in one step.
Note: Disabling and deleting accounts are distinct processes from the method of deleting a user account permanently on request, to comply with privacy requirements. See User privacy: request permanent account deletion.
Overview of login status: enabled, disabled and expired
When you create users individually or in batch user upload, LearnUpon enables their accounts by default. You can override this setting as required. See Add users to your portal and Upload users by batch CSV file.
When you create users, one option is to 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.
Disabling an account is one way to prevent a user from accessing their account, and it is reversible.
For users who have accounts in 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
Disabling an account controls user access for:
- contract employees, who don't require access at all times
- long-term leave, where users do not require access
- extended holidays
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
Managers running reports on their groups can filter for login status, to report only on users with current accounts. Without a filter, all users with an account appear in reports. See Setting report filters.
Disable an account
To temporarily prevent user access to LearnUpon, you can disable a user's login from the user's profile page.
- From main navigation menu select Users.
- Search for and select the user you need to disable.
- From Basic Info, select Login enabled, to disable access.
- Save to finish.
The following screenshot of a user's Info, with Login enabled turned off.
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, admins can use the batch upload process.
See Upload users by batch CSV file:
- for the user accounts you are disabling, set their entries in the enabled column to No
- to disable top-level portal accounts, but retain sub-portal accounts as active: after disabling the top-level portal account, run a batch upload in the sub-portal with the enabled column set to Yes
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, LearnUpon 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 LearnUpon, to determine next steps.
Delete an account from a portal
When you delete a user from a portal, they no longer appear in groups, courses, and reports.
When you delete a user's account, LearnUpon deletes all content they contributed to LearnUpon forums.
- From the main navigation go to Users > your user name.
- 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?
The following screenshot shows the dialog.
- Select Delete.
See: