If a User is no longer part of your organisation or isn't participating in training, then you can delete or deactivate them as needed.
Note✨ : To enhance loading times across your organisation's workspace - giving you a greater user experience - we have removed the sorting option on a select few columns.
Deleting a User
1. Select the Users page on the Dashboard panel
2. Click the 3 dots for more options, next to the User you want to delete
3. Select Delete, to open the confirmation pop-up
4. Click Delete Users to confirm
Note✨: Some points to remember...
Deleting is a permanent process and if they want to join the platform again you'll need to create a whole new profile for the User.
If you're adding new Users to your workspace, manually by invite or bulk CSV upload, and you forget to add their Start Date, you won't be able to add it once they've joined.
Deactivating a User
1. Select the Users tab
2. Click the 3 dots for more options, next to the User you want to delete
3. Select Deactivate, to open the confirmation pop-up
4. Click Deactivate Users to confirm
Note ✨: These points are important to remember...
Deactivating is not a permanent process and can be reversed - if you'd like to reactivate the User just filter by Deactivated and reactive the account.
You'll also be able to view the sub-page for deactivated Users, easing the compliance reporting process. The sub-page will behave the same as that of an active User.
There will be a red "Deactivated" icon as a reminder.
HRIS or SFTP Users
If you are using an HRIS with HowNow such as Okta, Bamboo HR or HiBob, you won't - via your workspace's Users page - be able to Delete or Deactivate any User that was onboarded via your HRIS. The same applies if you've onboarded your Users, via an SFTP file.
You can identify Users who were onboarded via HRIS or SFTP, by the tag shown next to their username.
Users added via your HRIS or SFTP file, won't have the option to be Deleted or De-activated, from the 3-dot menu, unlike Users added via a traditional 'welcome email' invite.
Note✨: However, if a User is deleted directly from your HRIS/SFTP, they won't be deleted from your workspace, but will be deactivated.
Reassigning Content
If you delete a User who is an Author of the content, you'll be asked to select a new author to adopt their content, so nothing is lost.
Your HRIS Integration will automatically remove leavers from the platform, so we'll automatically make the workspace owner the new Author.
Note the following✨:
The deleted User's Draft content, will also be transferred, not just the published material.
Any User who held a content-creation role (Admin, Manager, Contributor), then became a Read Only User, will still have any previously created content, re-assigned.
Select Multiple Users and select the Dustbin icon to delete or deactivate multiple Users at once.
❗It's important to remember that the workspace owner - the Admin responsible for setting up your organisation's workspace on HowNow - cannot be deleted, nor deactivated. To switch the ownership over to another Admin, please speak to your Customer Success Manager.
Note✨ : Both deactivating and deleting a User free up a seat for your User cap. Make sure that if you're planning to reactivate a deactivated User, you have sufficient seats remaining.
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