Who this guide is for: System administrators – Requires ‘System Admin’ role and Users permission
Overview:
This guide explains how to remove users from your system by either deleting them (freeing up a licence) or marking them as leavers (archiving their data under a Leaver Licence).
How Removing Users Works:
- Deleting a User: Sends the user to the Recycle Bin, removes all associated data from view, and makes their licence available for reuse.
- Marking as Leaver: Retains the user’s profile and prorated entitlements for reporting, but locks their account; requires a separate Leaver Licence.
How to Set Up User Removal:
A. Delete a User
- Go to Admin tools > Users.
- Search for the user and click Edit.
- Click the red Delete button at the top right of the user detail screen.
- Click Yes to confirm deletion.
B. Mark a User as Leaver
- Go to Admin tools > Users.
- Search for the user and click Edit.
- Click Mark user as leaver at the top right of the user detail screen.
- Enter the Date left, add Notes (optional), choose whether to cancel future absences, and set the lock date.
- Click Confirm.
Additional Information:
- Recycle Bin: Where deleted users reside until permanently purged.
- Leaver Licence: A separate licence type for archived users—purchase via the Order leaver licences guide.
- Requires ‘System Admin’ role and Users permission.
- Warning: Deleted users cannot be restored—ensure you truly wish to remove them.
- Tip: Use the search function to quickly locate users or licence ordering features.
- Reminder: Deleted accounts and their data are immediately hidden, and licence availability may take a few minutes due to browser caching.