A guide for archiving and removing users in the KnowledgeCity LMS and understanding the differences.
How to Archive Users in LMS and Understanding the Differences Between Archived and Active Users
Managing the status of users in a Learning Management System (LMS) is crucial for effective platform maintenance and user management. This guide provides instructions on how to archive users and remove users in your LMS, as well as clarifies the differences between archived and active users.
Navigate to the User List
From your LMS Dashboard, or homepage, navigate to the left-side panel and click the option for User List. This user list provides a table of user data for your current LMS user base.
How to Archive Users
- Select Users: Select the users you wish to archive by checking the boxes next to their names in the User List. The checkboxes will be found on the right-hand side of the page.
- Archive Users: Click on the 'Archive user(s)' action. A confirmation pop-up will appear to ensure you understand the consequences of this action.
- Confirm Action: Click 'Archive' in the confirmation pop-up. If the user has an active license from a rotational subscription, it will be automatically unassigned.
- Archived Status: The system will close access to the portal for these users, but their data will remain intact, ensuring no other user can be created with the same username. A success message will be displayed confirming the archiving process.
An example illustration demonstrating how to bulk archive users in the LMS User List.
Differences Between Archived and Active Users
Active Users:
- Access: Active users have full access to the LMS, including all assigned resources and courses.
- Modifications: Admin can freely modify the account status, assign or remove licenses, and adjust user group memberships.
- Status Indicators: Active users may have various statuses such as 'Enabled' or 'Disabled' indicating their current access level to the LMS services.
Archived Users:
- Access Restrictions: Archived users cannot access the LMS. Their accounts are kept in a dormant state within the system.
- Data Retention: Although they cannot log in, the data and records associated with archived users remain in the system. This includes historical data on course completions and any assigned licenses up until the time of archiving.
- License Unassignment: If archived users had active rotational subscriptions, these would be automatically unassigned during the archiving process to free up available licenses.
An example illustration of the "Archived" tab of the LMS User List.
How to Remove Users
Users can be removed individually or with bulk-select within the LMS User List from either the "Active" tab or the "Archived" tab.
- Select Users: Select the users you wish to remove by checking the boxes next to their names in the User List. The checkboxes will be found on the right-hand side of the page.
- Remove Users: Click on the 'Remove user(s)' action. A confirmation pop-up will appear to ensure you understand the consequences of this action.
- Confirm Action: Click 'Remove' in the confirmation pop-up.
- Deleted Status: Removed users will no longer have access to the portal and their records will be removed from the LMS. At this point, the users are considered removed or deleted. Removed users will no longer be found in the User List.
An example illustration demonstrating how to bulk remove users in the LMS User List.
Restoration Possibility:
- Restoring Users: Administrators have the capability to restore archived users if needed. Upon restoration, if the user does not have an active license, the system will notify the admin, giving an option to assign a new license. Removed users should be considered unrecoverable and the administrator must understand the consequences of these actions to their learners.
Reporting on Archived Users
A report for each tab of the User List (Active and Archived tabs) can be exported using the "Generate report" button in the top-right area of the page.
The exported report will include the user information and the date of archival.
An example illustration highlighting the "Generate report" button for the Archived tab of the LMS User List.
Archiving users in your Learning Management System serves as a beneficial feature for administrators who need to temporarily disable access for certain users without permanently removing their data from the system. When a user is archived, their records and historical data remain intact and can be quickly restored within the LMS.
On the contrary, removing a user from the system is a permanent action. Once a user is deleted, all associated data and records are irrecoverably removed from the LMS. This action should be reserved for instances where it is certain that the user's data will no longer be needed for future reference or compliance purposes.
As an administrator, understanding the functions of archiving and removing users from the User List empowers you to manage your user base effectively. It allows for better resource management and ensures that you can adapt user access based on current requirements without losing valuable data. Such knowledge is crucial in guiding the learners' journey, ensuring that each action taken regarding user management is both deliberate and informed.
Good luck to your learners' journey!