User Accounts: Suspending, Archiving, & Deleting

SUSPEND USER

Registrar role, Users tab, Students

1. Sign in as a Registrar
2. Click the Users tab
3. Click Students

For seasonal workers, contractors, layoffs, etc. If you have a Student user who will not be using the system for a while, you can ‘Suspend’ their user account. This does the following:

The user can not sign in to the system. When they try to, they get a notice their account is suspended and to contact the Registrar for assistance.

They will be excluded from being sent memos or assigned Safety Report tasks.

In several of the records, there is option to filter out these suspended users.

They will continue to receive emails about expiry dates for online training, off-line training, and personal documents.

The account remains active in the background, retaining all records. Upon their return to work, the Registrar or Manager can unsuspend their account in about 15 seconds, restoring it to its previous state. It's even possible to assign new training, add offline training events, etc. while they are suspended to keep them up to date for their return to work.

IMPORTANT: If you are currently ‘Archiving’ your Student users for seasonal or other temporary leave from the company, please start using the Suspend User feature instead.

To suspend any STAFF level (all roles except Student) user, just withdraw their Staff level roles. If they also have a Student role, see above to suspend that too.

1. Click View Training
2. Click Account
3. Proceed to click on the Suspend User option within the user profile.

DELETE USER

WARNING: Deleting is RARELY done - usually only in the case of creating a user account by accident or an employee leaving the company before doing any training.

When you Delete any user account, it completely removes them from the system AND DELETES ALL THEIR RECORDS. DO NOT DELETE a user if you think you might ever need any record of their training or actions. There is a triple confirmation process with time delays in deleting a user. If you accidentally delete a user’s account and need it back, we can TRY to have our database experts recover the data from our backups. There WILL be a service charge for this upwards of a few hundred dollars.

ARCHIVE USER

This removes the user’s role(s). They can no longer use the system and all functions such as notifications end. However, all the records related to their account are kept in the system and stored as archived. Most of these records you can retrieve, usually by selecting the ‘archived’ option. If you re-enroll that user (Enroll new user ‘from archived’), then their account should be as it was when they were last in the system, complete with all their past records.

Archive STAFF level users (all roles except Student): In Registrar / People tab / Staff, withdraw all their Staff level roles. If they also have a Student role, you then have to go into People / Students to archive or delete their Student level account.

Archive STUDENT level users (with NO staff roles): In Registrar / People tab / Students, go to their Actions menu and select Archive Student. They will lose their account but we will store their records in the system for you indefinitely.

If you encounter any issues with suspending, archiving, or deleting a student or staff, please contact support@allantra.com