Removing an employee is a permanent action that removes all the previous records and progress of an employee connected to their account. Instead of removing employees or external members from your Academy, you can deactivate them. When you deactivate a member, they will be added as a past member, retaining their progress and reporting.
Navigation: UKG Learning > Academy Workspace > Academy Admin > Organization > Manage Team Members
Deactivate Users
Deactivated users cannot access the academy. Deactivated users' progress is retained.
To deactivate a user, select the Deactivate icon.
To deactivate multiple users, select the checkboxes next to their names, select the three-dot menu, and select Deactivate.
The Select all option applies only to the first 50 records displayed. To include additional records, select Load more at the bottom of the page and repeat the selection.
This warning for the Super Admin user is expected system behavior, as the system is designed to prevent deactivation of all employees.
Specifically, this is an intentional safeguard to avoid potential issues such as:
- Accidental mass deactivation: Unintended actions, such as mass deactivations caused by a misclick or a lack of understanding about the wide-reaching implications of deactivating all users.
- Performance concerns: Deactivating all users in an academy could lead to significant delays due to the processing time required. Additionally, reactivating users and restoring their associated assignments, records, statistics, and other data could result in further challenges.
Content Owned by Deactivated Users
When an employee is deactivated, they might have content associated with their account, especially if they previously held roles such as manager, instructor, or admin.
Rules, courses, and curricula owned by a deactivated manager or admin will be automatically transferred to the academy's super admin. Please note that the ownership will remain assigned to the Super Admin account even after the user’s account is reactivated in the future.
Library Items and Reports are not transferred over and can only be transferred via a support case. If you need these to be transferred, contact our support team. Additionally, reports created by a user will be deleted when that user is deactivated, and the library items will continue to show the deactivated user as their owner.
Impact on Course Licenses
When a user is deactivated, any licenses for purchased courses return to the academy. If the user gets reactivated, the user would need to be re-allocated the license.
Reactivated users can see the old licensing courses under 'Drop out courses'. Unless they are re-allocated a license, they cannot access this course. If they are re-allocated, any previous progress and completions remain as before the deactivation.
Bulk Deactivation
Admins and managers with the Deactivate User permission can deactivate users in bulk with an Excel file template.
- Download the mass deactivation template from the Manage Team Members page.
- In the template, add the User ID, the Firstname, and the Lastname of the users to deactivate.
- On the Manage Team Members page, select the Upload template for deactivations icon.
Note:
- The maximum allowed file size for the mass deactivation template is 1MB. Please note that this limit is based on the total file size, not the number of entities included. Supported file types are: ".xlsx", ".xlsm", ".xls".
- If the Admin of the academy has enabled the "Deactivated user summary report" notification, the user (Admin/Manager) who initiated the deactivation will receive an email once the process has been completed.
- You cannot reactivate a deactivated user in the Learning solution.