6. Automatic Passivation of Users (Additional Service)
Roles, that can do this: Unit supervisor, Management and Admin -users
Automatic deactivation settings.
The service can be found in Company Settings, under the Automatic Deactivation of Accounts tab.
1) Click the Edit button.
2) Select how long users must remain inactive before passivation. The minimum period is 1 month, and you can set different durations for Agents and Supervisor level users.
3) Next, choose whether you want to use pre-configured email reminders that notify users who have not logged into the application within the defined period. Note: Reminder emails are triggered when the defined period is reached. The actual deactivation occurs two weeks after the defined period.
4) If you want to notify additional recipients about deactivated accounts besides Admin users, enter their email addresses here. Admin users receive notifications automatically, so they do not need to be added separately.
5) Finally, click Save.
After this, account deactivations will occur according to the defined settings. The application checks the activity status of all users every Sunday, sending reminder emails if they are enabled and deactivating accounts if reminders are not enabled or if two reminder emails have already been sent (see email reminder description below).
If you enable email reminders for inactive users, they function as follows:
The first email is sent when the deactivation period is reached. If the user logs into the application, the deactivation process stops, and they can continue using the application.
If the user does not log in, a second email is sent one week after the first reminder.
If the user still does not log in within a week of the last email, the account is deactivated. A deactivation notification is then sent to Admin users and any additional designated recipients.
Deactivated accounts and their associated data remain stored in the inactive profile.
Deactivated users’ results do not appear in reports.
Deactivated users cannot log into the application after deactivation.
Deactivated users can be reactivated when needed.
The inactive profile can be manually deleted, or the Automatic Data Deletion service can be enabled to remove accounts at predefined intervals.
Automatic deactivation settings.
The service can be found in Company Settings, under the Automatic Deactivation of Accounts tab.
1) Click the Edit button.
2) Select how long users must remain inactive before passivation. The minimum period is 1 month, and you can set different durations for Agents and Supervisor level users.
3) Next, choose whether you want to use pre-configured email reminders that notify users who have not logged into the application within the defined period. Note: Reminder emails are triggered when the defined period is reached. The actual deactivation occurs two weeks after the defined period.
4) If you want to notify additional recipients about deactivated accounts besides Admin users, enter their email addresses here. Admin users receive notifications automatically, so they do not need to be added separately.
5) Finally, click Save.
After this, account deactivations will occur according to the defined settings. The application checks the activity status of all users every Sunday, sending reminder emails if they are enabled and deactivating accounts if reminders are not enabled or if two reminder emails have already been sent (see email reminder description below).
Email Reminders
If you enable email reminders for inactive users, they function as follows:
The first email is sent when the deactivation period is reached. If the user logs into the application, the deactivation process stops, and they can continue using the application.
If the user does not log in, a second email is sent one week after the first reminder.
If the user still does not log in within a week of the last email, the account is deactivated. A deactivation notification is then sent to Admin users and any additional designated recipients.
What Deactivation Means in Practice
Deactivated accounts and their associated data remain stored in the inactive profile.
Deactivated users’ results do not appear in reports.
Deactivated users cannot log into the application after deactivation.
Deactivated users can be reactivated when needed.
The inactive profile can be manually deleted, or the Automatic Data Deletion service can be enabled to remove accounts at predefined intervals.
Updated on: 09/02/2025
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