Restoring access and archiving leavers

Somebody who is active and cannot get in is a different problem from somebody who was never told they had been added at all. For that one, see Invitations and sign-in access.

When somebody active cannot get in

Open the actions menu at the end of their row, the three dots. Three of the items on it are ways back in: Send password reset email, Set new password and Recover login access.

All three appear only on somebody who is Active. A person still sitting at Imported has none of them, because there is no sign-in to recover yet: invite them instead.

Setting a password yourself makes them change it the moment they next sign in, so it is a way back in rather than a password they keep.

For what a learner sees when none of this works, see Can’t sign in.

Archiving somebody who has left

Archiving closes every route in: password, single sign-on, password reset and an unaccepted invitation all stop working.

Archiving deletes nothing. Their record, their history and their place in your organisation stay exactly as they were, which is what makes it the right answer for somebody who has left.

Deleting somebody is a different action on the same menu, Purge user, with a Pending purges queue beside the list. Archive when a person leaves; purge only when you mean to erase them.

Erasing somebody, whether by removing who they were or removing them entirely, is covered in Archiving, anonymising and purging people.

Archive appears on an active person. Somebody at Imported cannot be archived from this menu.

Archiving is refused while a published workflow names that person as the one it goes to, because archiving them would leave that step with nobody.

Email addresses are used once, everywhere

An email address can only belong to one person across the whole of Learnient, and an archived person keeps theirs.

So somebody returning after a break cannot be added again as a new user. Find their archived record and activate it instead, which also gives them their history back.