Use this article to temporarily deactivate, reactivate, or permanently delete users in OnBoard. It also explains how to do these actions in bulk and what happens to a user’s access and data after each action.
Deactivation vs. Deletion
What Is The Difference Between Deactivation and Deletion?
The difference between deactivation and deletion is that deactivation is temporary, while deletion permanently removes the user from your organization in OnBoard.
-
Deactivation
- Temporarily removes a user’s access to your organization.
- The user cannot log in or view organization data until they are reactivated.
- This is useful for seasonal users or temporary roles, such as auditors.
-
Deletion
- Permanently removes the user from your organization.
- The user’s overall OnBoard account is not deleted.
- Organization data is removed from the user’s device.
- If the user is added again later, their previous permissions can return unless you remove those permissions first.
Deactivate a Single User
How Do I Deactivate a User?
To deactivate a user, go to the Directory and use the menu next to that person’s name.
- Go to Directory in the left navigation.
- Find the user you want to deactivate.
- Click the three-dot menu next to their name.
- Select Deactivate Member.
- Click Yes, Deactivate to confirm.
Important
- Organization data will be removed from the user’s OnBoard mobile apps.
- The user will appear as Deactivated in the Directory.
- Only Organization Admins can see deactivated users in the Directory.
- The user does not receive a notification when they are deactivated.
Reactivate a Single User
How Do I Reactivate a User?
To reactivate a user, use the Directory menu next to the deactivated user’s name.
- From the Directory, click the three-dot menu next to their name.
- Select Reactivate Member.
| NOTE: When the user is reactivated, they regain access right away and can access the content they were previously permissioned to see. The user does not receive a notification when they are reactivated. |
Deactivate Users in Bulk
How Do I Deactivate Multiple Users at Once?
To deactivate multiple users at once, select more than one user in the Directory and use Bulk Actions.
- From the Directory, select the checkboxes next to the users you want to deactivate.
- Click Bulk Actions in the top right.
- Select Deactivate Member.
- Confirm by selecting: Yes, Deactivate.
| NOTE: |
|
Reactivate Users in Bulk
How Do I Reactivate Multiple Users at Once?
To reactivate multiple users at once, select the deactivated users in the Directory and use Bulk Actions.
- From the Directory, select the checkboxes next to the deactivated users.
- Click Bulk Actions in the top right.
- Select Reactivate Member.
| NOTE: Reactivated users regain access immediately. The users do not receive a notification when they are reactivated. |
Delete a Single User
How Do I Permanently Delete a User?
To permanently delete a user, first remove their access from other areas of OnBoard, then use Delete Member in the Directory.
What Should I Do Before Deleting a User?
Before deleting a user, remove their access from any places that could restore permissions if they are added again later.
Before you delete the user:
- Remove the user from all Groups, Meetings, Resources, and Actions.
- If the user is an Organization Admin, have them delegate their admin permissions first.
- Admin permissions can only be delegated by the user themselves or through a support ticket (a request sent to OnBoard Support).
Steps to Delete:
- Go to Directory.
- Click the three-dot menu next to the user’s name.
- Select Delete Member.
- Select Yes, Delete to confirm.
Important Notes:
- Deleting a user does not delete their overall OnBoard account.
- If the user is added again later, old permissions can return unless you removed them first.
- The user does not receive a notification when they are deleted.
- Your organization must always have at least one Organization Admin.
- If you try to delete yourself and no other admin exists, OnBoard will show an error and block the deletion.
Delete Users in Bulk
How Do I Permanently Delete Multiple Users at Once?
To permanently delete multiple users at once, select them in the Directory and use Bulk Actions.
- From the Directory, select the checkboxes next to the users you want to delete.
- Click Bulk Actions in the top right.
- Select Delete Member.
- Confirm by clicking Yes, Delete.
| NOTE: This permanently removes the selected users from your organization and removes organization data from their mobile apps. The users do not receive a notification when they are deleted. |
Important Behavior and Access Notes
What Happens If I Add a Deleted User Again Later?
If you add a deleted user again later, their past permissions can return unless those permissions were removed before deletion.
Why Should I Remove Users From Groups, Meetings, Resources, and Actions First?
You should remove users from groups, meetings, resources, and actions first so old access does not come back automatically if the user is re-added. OnBoard permissions are managed separately across the organization, meetings, groups, resources, and actions.
What If the User is an Organization Admin?
If the user is an Organization Admin, permissions should be delegated before deleting them. If they have already left and cannot log in, OnBoard Support may need to help recover or transfer permissions.
FAQs
Can an admin delete themselves?
- Yes, an admin can delete themselves, but only if at least one other Organization Admin still exists in the organization. If no other admin exists, OnBoard blocks the deletion.
Does deleting a user remove their OnBoard account?
- No, deleting a user does not remove their overall OnBoard account. It only removes them from your organization.
Do users get notified when they are deactivated, reactivated, or deleted?
- No, users do not receive a notification when they are deactivated, reactivated, or deleted.
Is deactivation permanent?
- No, deactivation is not permanent. A deactivated user can be reactivated later and regain access to the content they were previously permissioned to see.
Should I deactivate or delete a user?
- You should deactivate a user if they may need access again later. You should delete a user if they should be permanently removed from your organization.
Why do I need to remove the user from groups and content before deleting them?
- You need to remove the user from groups and content before deleting them so old permissions do not come back if the user is added again later.
What if the admin already left and cannot delegate permissions?
- If the admin already left and cannot delegate permissions, OnBoard Support may need to help transfer or recover permissions.
Comments
0 comments
Please sign in to leave a comment.