Introduction

This article covers the statuses that a user account can have at the platform level: Activated, Deactivated, or Expired. These statuses apply to any user account, irrespective of level or role (Power User, Learner, Instructor, Manager, etc.).

➣ For the permissions needed to view or manage account statuses, see the Permissions chapter.

User account statuses in the platform

The status of a user account in the platform is visible on the User management page. To reach it, select Admin menu > E-learning > Users.

Here, in the user list, the Status column indicates whether a user is:

• Activated (circle with check mark). This means the user has access to the platform. 
• Deactivated (dimmed circle). This means the user exists but does not have access to the platform. If they try to access they will see an error message in the login page.
• Expired (warning triangle). The user has reached their expiration date, if one was set. Expired users also continue to exist but do not have access to the platform. 

Tip: "Activated" users are not the same thing as “Active” users as calculated for billing purposes. For more information on Active users see the article on the Usage Dashboard. 

Activate or deactivate users

You can manually switch the status of a user between activated-deactivated by clicking the icon in the Status column.

You can also activate/deactivate users as a mass action:

1. Select the check boxes next to the users whose status you want to change. 
2. Click the Choose action button in the lower right corner, select Status, then select either Activate or Deactivate.

➣ To mass-activate or deactivate users via CSV, refer to the article on Importing and Managing users via CSV files. 

Please note: If you deactivate a user while they are logged in to the platform, they will lose access starting from the next time they attempt to sign in.
You cannot change the status of a user who is expired. 

Note that:

• When a user is deactivated their data is not deleted from the platform.  So it will still be available if the user is later activated again.
• When creating a new user, if the option Activate user at the end of the creation process is not set, then the newly created user will have to be manually activated as described here.
• Deactivating users does not automatically unenroll them from assigned courses and learning plans. You can unenroll them from the training they are enrolled in via API from the Course management or the Learning plans areas.

Expiration of users

The Expiration column shows whether a user has an expiration date set. When this date is reached, the user will no longer be able to log on to the platform. Expired users are marked with a triangle icon in the Status column. 

• The user will be set expired at midnight UTC time on the selected date. For example, if the expiration date is May-17-2024 the user will be able to access the platform until May-17-2024 23:59:59 UTC.

When a user is expired their data is not deleted from the platform. So it will still be available if their expiration date is changed or removed.

To set or change an expiration date:

1. On the user’s row, click the ellipsis icon and select Edit. 
2. In the Edit User > General information panel, under User Status click in the Expiration field.
3. Then in the calendar select the date when you want this user to become deactivated (at midnight UTC), and click Set date.
   → The expiration date you set will appear in the Expiration column of the user list.
   

Note on time zones:

The expiration is always at midnight UTC time, even if the platform or user has a different time zone. For example:

• For a user in timezone UTC +04:00 the expiration will actually happen four hours after midnight, and so on the following day to the one that was set. 
• For a user in timezone UTC-03:00 the expiration will happen three hours before midnight, and so on 9pm of the same day.  

Expiration and activation/deactivation:

When a user is expired, their status (activated/deactivated) can no longer be changed. 

To do so, you need to first edit the user and set an expiration date in the future, or remove the expiration altogether.

→ When you do this, the user will no longer be expired (gray triangle), and their status (activated/deactivated) will revert to what it was before the user became expired. 
For example, if a user is deactivated and after that also becomes expired, upon removing the expiration date the user will still be deactivated. 

Filter the user list based on status

1. Click the filter icon in the top left corner to open the filters panel.
2. Then click Add filter and select Status.
3. Set the filter to either Is - Active (to view only Activated users) or Is not - Active (to view only Deactivated users), then click Confirm. 

Note that this filter will also include expired users, based on the status they had (Activated or Deactivated) when they became expired.

Permissions

Power Users with the Users/View and Users/Edit permissions can view and change the account statuses of their assigned users in the user management page. This includes activating/deactivating users as well as setting or changing their expiration dates. 

Note that the Users/Edit permission is sufficient for activating/deactivating user accounts. The Users/Can activate users permission is not necessary. For details see the article on Power user permissions.