Managing inactive users is essential for ensuring security, optimizing your licenses, and keeping your admin area organized.
The Benefits of Managing Inactive Users
Security : An unused account can be a gateway for unauthorized access. Deactivating or deleting these accounts reduces this risk.
License optimization : By removing inactive accounts, you free up licenses for new users.
Data quality : Keeping a list of users up to date makes it easier to manage and communicate in your organization.
How are inactive users managed?
1. Detection of inactivity
A user's inactivity is determined by the date of their last login.
When an account is deactivated from your admin area, it is automatically deleted from the database 12 months after it is deactivated (For more information, see the article: When are inactive accounts deleted?)
2. Notification before deletion
Before deleting an inactive account, a notification is sent to the user and/or administrator. This will inform you in advance of the upcoming deactivation or deletion.
3. Account Deletion
After a period of inactivity and the sending of notifications, the account can be permanently deleted.
Warning : Deletion results in the loss of associated data (activities, responses, files, etc.).
Archiving inactive users
Instead of deleting an account, it is possible to archive it:
Automatic or manual archiving : The user no longer has access to the platform, but their data and history are retained.
Possible restore : An archived user can be reactivated at any time, with recovery of his data. To learn more, see the article: How do I reactivate a disabled user?
Centralized management : Administrators can view, reactivate, or permanently delete archived users from the admin area.
To learn more about managing users, visit our Help Center.