Automatic deactivation of participants
Over time, the participant base only grows: people who registered and never signed in, people who completed a content two years ago and never came back. Automatic deactivation retires those accounts on its own, every night, following a rule you define.
The feature comes turned off in every institution. Nothing happens until someone turns it on.
Deactivating deletes nothing. It is the same reversible state as manual deactivation: access is blocked, active enrollments are suspended, and reactivating the person gives everything back.
How to configure it
Section titled “How to configure it”
Go to Institution → Edit and look for two fields:
- Auto-disable inactive participants (days) - the number of days.
0keeps the feature turned off; to turn it on, use at least 7. - Which participants count as inactive - the criterion, between two options:
| Criterion | Reaches | Counting starts at |
|---|---|---|
| Never accessed (default) | Only those who registered and never signed in, not even once | The registration date |
| No recent access | Those who have used the platform but have not accessed it for X days | The last access |
“Never accessed” is the default on purpose: by definition it never reaches someone who was studying, so turning the feature on for the first time runs no risk of retiring an active participant. It also tends to be the larger group.
The preview, before saving
Section titled “The preview, before saving”The dangerous moment is the first time you save. A 90-day rule in an institution whose participants completed their contents two years ago is technically correct and an unpleasant surprise the next morning.
That is why the screen shows, as you type, the line “Participants who would be deactivated tonight”, recalculated whenever you change the number of days or the criterion. Check that number before saving.
Who is never deactivated
Section titled “Who is never deactivated”Anyone with an administrative or tutoring role is left out, no matter how long they go without accessing - institution administrators, tutors, class administrators and observers, content publishers. The rule reaches regular participants only.
This is deliberate: a routine that runs on its own, in the small hours, must never be able to deactivate the institution’s own administrators.
Per-person exception
Section titled “Per-person exception”Each participant’s profile has the Auto-disable override date field, visible and editable only by administrators. It always overrides the institution’s rule for that person:
- A distant date effectively exempts the person - useful for a lifetime access contract or for someone who must not be retired.
- A specific date schedules the deactivation for that day, regardless of activity - the case of the contract that ends on the 31st.
- Blank makes the person follow the institution’s rule, like everyone else.
When the routine runs
Section titled “When the routine runs”Every night, at 02:00 server time. A change you save today only takes effect the following night - the preview is what shows the result before that.
What changes after the first night
Section titled “What changes after the first night”Billing is not affected: whoever accessed during the billed month keeps counting, even if deactivated afterwards.
Three things change on purpose, and they are worth knowing before turning it on:
- The active enrollments of deactivated participants become suspended (they come back on reactivation).
- Division participant lists stop showing whoever was deactivated.
- The dashboard’s “Not Started” card shrinks, because it counts only active enrollments.
How to revert
Section titled “How to revert”Reactivate the participant from the Participants screen (individually or through Mass actions). Access comes back and the suspended enrollments are restored.
If the person was still within the rule, also clear the exception date in the profile or adjust the institution’s rule - otherwise the next night’s routine deactivates them again.