Managing Inactive & Returning Users
Deactivate and reactivate users from Manage Users, and what happens to training records
Who this applies to
Admins handling leavers, temporary access removal, or returning staff. Learners cannot re-enable their own Inactive account.
Required permissions
Admin on Admin → Manage Users (page title: User Management).
Overview
On User Management, each user shows an Active or Inactive badge. The account card includes Account Status with helper text: User can access the system or User account is disabled.
Disable or enable an account
Open User Management
Go to Admin → Manage Users.
Filter if needed
Use status filters All Status, Active, or Inactive.
Disable or Enable
| Action | Result |
|---|---|
| Disable | Sets status Inactive; user cannot log in (Login restricted. Please contact support.) |
| Enable | Sets status Active again (also unarchives); user can sign in |
Bulk actions Enable Accounts and Disable Accounts are also available.
What happens automatically
What happens when you disable
- User is removed from static groups
- Learner Verify assets for that user may be purged
- Training progress and certificates are not removed by Disable (the Disable / Enable controls do not show a progress warning)
Note
FAQ
Why can the user still sign in?
Confirm the badge is Inactive (use the Inactive filter). If SCIM is enabled, Entra may re-activate them on the next sync.
Returning user still sees Login restricted
Click Enable so Account Status shows User can access the system, then retry password or SSO sign-in.
Where did their progress go?
Disable does not delete progress. Progress is removed only by Permanently Delete User, which cannot be undone.
Related
- Creating Users
- Data Protection — anonymise / export when required
- Troubleshooting Login