This guide explains the available options when an employee leaves your organization and no longer requires access to the platform.
Before removing a user, consider whether training records, certificates, reporting data, or compliance history may be required in the future.
Option 1: Archive a User
Archiving is recommended when you want to prevent a user from accessing the platform while retaining their account.
When a user is archived:
The user can no longer log in.
Historical records remain available.
Training history is retained.
Certificates remain associated with the user.
Compliance records remain available for review.
Archived users can be reactivated later if required.
Option 2: Delete a User
Deleting a user permanently removes the account from the platform.
When a user is deleted:
The user can no longer access the platform.
User records are removed.
Training records are removed.
Certificates are removed.
The user is removed from reports and analytics.
Deletion should only be performed when historical records are no longer required.
License Release Process
When a user is deleted, the associated license does not immediately become available.
Instead, the license enters the Pending Release process.
The deleted user's license will remain in the Pending Release area for six months from the date of deletion.
Once the six-month period expires, the license is automatically returned to the account and becomes available for use when adding new employees.
Viewing Pending Release Licenses
The Licenses section contains a Pending Release link that displays :
Deleted users associated with pending licenses.
The remaining release countdown.
The date each license will become available.
This helps administrators track future license availability.
Best Practice
Before removing a user:
Confirm whether training records need to be retained.
Review any compliance or audit requirements.
Consider archiving rather than deleting if records may be required in the future.
Verify license availability when planning large onboarding activities.
Following these steps helps maintain accurate records while ensuring licenses are managed effectively.
The process for managing leavers may vary between academies and platform configurations.
Some platforms allow designated leaders or managers to archive and delete users directly, while others restrict these actions to platform administrators or client administrators.
In certain academies, user accounts can only be removed by an administrator, requiring a request to be submitted to the platform owner or support team.
Archive functionality may also vary. Some platforms provide an archive option that temporarily prevents access while retaining records, whereas other platforms may only offer permanent account deletion.
Where available, administrators should review their platform's user management options and data retention requirements before removing user accounts.