Summary
This article explains how to deactivate and activate user accounts in Learn. Deactivating a user account prevents the user from logging in while preserving the user record for reporting purposes. This process is relevant for Learn Administrators managing user access when personnel leave the organisation, change roles, or require temporary access suspension. The workflow applies exclusively to the Learn module.
Prerequisites
Role required: Learn Administrator with Manage Users permissions
Location: Learn Admin Area > People > All Users
Version: All Learn versions
Problem / Intent
Organisations need to revoke user access to Learn when employees leave, change roles, or require temporary suspension without permanently deleting user records. Deactivating (rather than deleting) user accounts preserves historical data and ensures that inactive users remain available in Learn reports for compliance and audit purposes. This approach maintains data integrity while controlling active access.
This video covers how to manage user accounts by deactivating and reactivating users as needed. It explains permissions, impact on access, and how to maintain user records effectively.
You can watch this video for an overview to learn about this topic or keep reading the article below.
Steps
Deactivating a User Account
- Log in to Learn as an Administrator.
- Navigate to the Admin Area.
- Select People from the navigation menu.
- Select All Users to display the complete user list.
- Locate the user account you wish to deactivate.
- Hover your mouse over the user record row.
- Additional action options will appear when you hover.
- Click the Deactivate button that appears.
- Confirm the deactivation if prompted.
Expected result: The user record background changes to red, indicating the account is now inactive. The user can no longer log in to Learn.
Activating a User Account
- Navigate to User > All Users in the Learn Admin Area.
- Locate the inactive user account.
- Inactive user records display with a red background.
- Hover your mouse over the inactive user record.
- Click the Activate button that appears.
Expected result: The user account is reactivated. The user can now log in to Learn again and can be reassigned to any training associated with required or pathway training.
Notes & Warnings
Note: Inactive users remain visible in Learn reports. This differs from deleted users, who are not available for selection in reports.
Note: When a user account is deactivated, the user loses immediate access to Learn but the account record is preserved in the system.
Note: Reactivating a user account restores login access and the ability to assign the user to training programmes. However, previous training assignments may need to be manually reassigned depending on your organisation's configuration.
Warning: Do not delete user accounts if you need to retain the user in reports or maintain historical training records. Use deactivation instead.
Examples
Example 1: Temporary Leave
A user is taking extended leave for six months. The Learn Administrator deactivates the user account by navigating to User > All Users, hovering over the user record for "Jane Smith", and clicking Deactivate. The record background turns red. When Jane returns, the Administrator hovers over the record and clicks Activate, restoring access.
Example 2: Role Change
An employee moves from a field role to an office role and no longer requires Learn access. The Administrator deactivates the account to prevent login while keeping the record for compliance reporting. If the employee returns to a field role, the account can be reactivated.
Example 3: Reporting on Former Employees
A compliance report requires data on all employees who completed safety training in the past year, including those who have left the organisation. Because the Administrator deactivated (rather than deleted) former employee accounts, these users appear in the report selection options.
Troubleshooting
| Symptom | Cause | Resolution |
|---|---|---|
| Deactivate button does not appear when hovering over user record | Insufficient permissions or browser compatibility issue | 1. Verify you have Learn Administrator privileges with Manage Users permissions. 2. Clear browser cache and refresh the page. 3. Try using a supported browser (Chrome, Edge, Firefox, Safari). |
| User can still log in after deactivation | Deactivation was not saved or session was already active | 1. Verify the user record background is red in the All Users list. 2. If not red, repeat the deactivation process and confirm changes. 3. The user may need to log out and attempt to log in again to confirm access is blocked. |
| Reactivated user cannot be assigned to training | User permissions or training assignment settings require configuration | 1. Confirm the user record no longer has a red background. 2. Check that the user has the appropriate role (Contributor or Subscriber). 3. Verify pathway training and required training settings allow assignment to this user. 4. Manually reassign the user to required training pathways if needed. |
| Cannot locate inactive user in All Users list | Filtering or search settings may be hiding inactive users | 1. Clear any active filters in the All Users view. 2. Use the search function to find the user by name or email. 3. Check if a filter option exists to "Show Inactive Users" and enable it. |
FAQ
Q: What is the difference between deactivating and deleting a user account in Learn?
A: Deactivating a user account (making the user inactive) prevents login access while preserving the user record in the system. Inactive users can be selected in Learn reports. Deleting a user account permanently removes the record from the system, and deleted users are not available in reports. Deactivation is recommended to maintain historical data and reporting accuracy.
Q: Can an inactive user appear in Learn reports?
A: Yes. Inactive users remain available for selection in Learn reports, allowing you to track historical training completion, compliance data, and user activity even after access has been revoked. This is a key advantage of deactivation over deletion.
Q: What happens to a user's training assignments when the account is deactivated?
A: Training assignments and historical training records are preserved when a user account is deactivated. However, the user cannot access Learn to complete training while inactive. When reactivated, the user can be reassigned to any required or pathway training as needed.
Q: Can a deactivated user be reactivated at any time?
A: Yes. Administrators can reactivate a deactivated user account at any time by navigating to User > All Users, hovering over the inactive user record (with red background), and clicking Activate. This immediately restores the user's login access.
Q: How can I identify inactive users in the All Users list?
A: Inactive user records are visually distinguished by a red background in the All Users list. This makes it easy to identify users who have been deactivated without needing to open individual records.
Q: Will reactivating a user automatically reassign them to their previous training?
A: Reactivation restores the user's ability to log in and enables the Administrator to assign the user to training. However, training assignments may need to be manually reassigned depending on your organisation's Learn configuration and whether the training was pathway-based or required training.
Related Articles
-
Managing users via the SCIM API - Overview of automating user and person register management in Assure using the SCIM API, including how to deactivate and reactivate users, prerequisites, and the impact on records.
https://shesoftware.zendesk.com/hc/articles/21490044782108 -
User Management using the Assure Customer API - Explains how to automate user management in Assure, including creating, updating (deactivating), and deleting users via the Customer API, with details on required fields and setup.
https://shesoftware.zendesk.com/hc/articles/11124045623836 -
Configure Password and Login Management in Assure System Settings - Details on configuring password and login management, including account lockout, password expiration, and troubleshooting user authentication issues. Includes links to related user management articles.
https://shesoftware.zendesk.com/hc/articles/5716390313884
AI Metadata
Product Area: Learn
User Role: Learn Administrator, System Administrator
Tags: user management, deactivate user, activate user, inactive users, Learn platform, user access, user reports, training assignment, pathway training, account status, user login, user permissions, compliance reporting
Version/Region: All versions, All regions
Important synonyms: Deactivate = Make inactive = Inactivate; Activate = Make active = Reactivate; User account = User record = User license
Suggested embedding keywords: deactivate user Learn, inactive user reports, activate user account, revoke Learn access, preserve user data, user account status, manage user access Learn, training assignment inactive user, Learn user permissions, red background inactive user