Admins with access to Users can delete or deactivate user profiles. You have the option to either delete or deactivate a user. The user's training history determines which option the system gives you.
Deleting a User
Deleting user profiles can be helpful in cleaning up your roster, should you discover duplicate profiles. Duplicates may occur when a profile is created with a personal email address and that user's work email address is added via a roster upload.
You can only delete profiles for employees who have no training assignments. User profiles with no training assignments will show the Delete User button.
Need to deactivate a user with no training history? Read Deactivating a Delete-Only User below.
Deactivating a User
If a user has assignments listed in their profile—whether shared content or assigned training—their profile will display the Deactivate User button. You cannot delete these users.
Deactivating a user profile preserves the former employee's training history and data, while updating their status to inactive. When you deactivate a user, the system removes them from all groups, cancels their incomplete assignments, stops all campaign emails, and prevents their addition to new groups, campaigns, or assignments.
Deactivating a Delete-Only User
If a user has no assignments, their user profile will show the option to delete them (but not deactivate). To work around this, you can deactivate the user via manual roster upload. Take these steps:
- Download your current roster from the Import Roster area in Users.
- Modify the downloaded roster by replacing “active” with “inactive” in the User Status column for the relevant user.
- Save the file as a CSV.
- Upload the modified CSV to your Emtrain roster—this step updates the user’s status.
Your user is now deactivated. Their status displays as Inactive in the user table and their user profile contains a Reactivate User button.
Reactivating a Deactivated User
To reactivate a deactivated user:
- Navigate to Users and find the user you want to reactivate in the Users Table.
- Select View Profile for the user.
- Select the Reactivate User button.
- Select OK when prompted to confirm that you want to restore the user.
The user will immediately return to Active status.