In PlusPort Academy, you can configure users to be deactivated automatically when they have shown no activity for a specified period. This helps clean up your user base and is a prerequisite for automatically anonymising user data.
Requirements
- You need the Manage settings: Automatically deactivate users right.
- The setting is available at portal level.
Navigation
Go to Management > Portal settings. In the Portal category, find the Automatically deactivate users setting.
Enable automatic deactivation
- Go to Management > Portal settings.
- Click the edit icon next to Automatically deactivate users.
- Select the Automatically deactivate users option.
- Set the number of months with the spinner. This determines after how many months without activity a user is automatically set to inactive. You can enter a value between 1 and 600 months.
- Click Save.
Which activity is checked?
The system checks several types of activity to determine whether a user is still active. A user is not deactivated if any of the following conditions applies:
| Activity | Description |
|---|---|
| Recent login | The user logged in within the configured period. |
| Recent classroom or combined training | The user is registered for a classroom or combined training whose end date falls within the configured period. |
| Recent digital training | The user is registered for a digital training whose registration date falls within the configured period. |
| Recent certificate | The user has a certificate whose expiry date falls within the configured period. Certificates without an expiry date do not count. |
| Trainer for a recent session | The user is linked as a trainer to a session that falls within the configured period. |
| Creation date | The user was created within the configured period. New users are not deactivated immediately. |
Only when none of the activities above is found is the user automatically set to inactive.
How does the process work?
- The deactivation process runs automatically every day as a background task.
- A maximum of 1,000 users is processed per run. For large numbers, it can therefore take several days to process all inactive users.
- Deactivated users can no longer log in, but all their data remains stored.
Note: Automatic deactivation is a preparatory step for anonymisation. If you also want to anonymise user data after deactivation, additionally configure the Anonymise users setting.
Example
Suppose you configure automatic deactivation for 12 months. A user who:
- has not logged in for more than 12 months,
- has not attended any training and has no training planned,
- has no valid certificates that expire within the last 12 months,
- and is not linked as a trainer to recent sessions,
is automatically set to inactive. The user can no longer log in until an administrator manually changes the status back to active.
Frequently asked questions
Are users deactivated immediately after enabling the setting?
No. The process runs as a background task every day. After you enable the setting, users are checked and potentially deactivated during the next daily run.
Can I reactivate a user who was deactivated automatically?
Yes. An administrator can find the user via Actions > Actions > Search user and manually change the status back to active.
What is the difference from anonymisation?
Automatic deactivation sets a user to inactive, so the user can no longer log in. All data remains stored. Anonymisation goes a step further and permanently removes the personal data of an inactive user. You can combine both features: first automatically deactivate users, then automatically anonymise them after an additional waiting period.
Does a digital training count differently from a classroom training?
Yes. For classroom and combined training, the system checks the end date of the session. For digital training, it checks the registration date.