How to set users as active/ inactive in bulk

The quickest way to change status of multiple users is to download and update the User Data file (an .xlsx file available for download from your Admin Atlas account) and then importing this file back into the system. 

Below are step-by-step instructions for downloading, updating, and importing the User Data file. 

TABLE OF CONTENTS

A step-by-step guide (video)

A step-by-step guide (text)

Step 1: Download an Excel file with user data

Step 2: Update status of users in the downloaded file

Step 3: Import your user data into Atlas

FAQ

1. Can an Admin access the training history of an inactive user?

2. Do inactive users appear in analytics reports?

3. When "all users" are enrolled in a course, are inactive users included?

4. Can an Admin reactivate a user?

5. What does it mean for a user to be inactive?

6. Will inactive users still belong to segments?

7. Does making a user inactive free up user seats/credits?

8. While making edits in the User Data file, can I add new users there as well?

A step-by-step guide (video)

A step-by-step guide (text)

Step 1: Download an .xslx file with user data

1. Go to your Admin Atlas page.
2. Click Users from the left-side menu to open the Users page.
3. Click the three-dot button {…} on the right to show the menu and select Download User Data.
4. In the new window read the instructions an click Download User Data. The .xlsx file is now saved in your local downloads folder. 

Step 2: Update status of users in the downloaded file

1. Open the file in a spreadsheet application such as Microsoft Excel, Apple Numbers, or Google Sheets to begin editing.
2. In the "Status" column, update the status for users who require a change. 
3. Once you've finished, click Save icon to save your changes and close the file.

Step 3: Import your user data into Atlas

1. Click Users on the left side menu pane to show the Users page.
2. Click the the three-dot button {...} to show the menu and select Import User Data.
3. Read the instructions, then click Select a file to import. 
4. Navigate to the .xlsx file you just populated with your user data, select the filename and click Open.
5. Once the update is completed, you will be notified about this on the screen.

If an Admin changes a user’s status from "inactive" to "active", after the data import is complete the system will prompt the Admin to create a temporary password for "no email" (username-based) users. It is the Admin's responsibility to provide these users with their updated login credentials.

FAQ

1. Can an Admin access the training history of an inactive user?

Yes, as an Admin, you can access the training history of inactive users. 

This will show in the user's profile card within the enrolments area of the iHasco LMS, or within the "Archived" tab of the reports section.  

2. Do inactive users appear in analytics reports?

No, inactive users are not included in analytics reports. 

To download this data, head to the archived tab within reports, click on the inactive user button, and export the data whilst viewing this tab.  

3. When "all users" are enrolled in a course, are inactive users included?

If the enrolment method of a course is changed to "everyone", then inactive users will be enrolled but they won't be notified about it or have access to it. Your credits/ user seats won't be affected by that, as those are only used once a user starts a course. Enrolments do not impact credit count/user seats. However, if those users were to be made active again, they would get full access to the enrolled course right away. 

If you are enrolling users via the "tick box method" within the iHasco enrolments area, just be sure to be within the "Active" users tab to only apply these enrolments to those who are active on the platform. If you are within the "All users" tab, this will include the inactive users too. 

4. Can an Admin reactivate a user?

Yes, as an Admin you can set users as inactive or active as many times as you need. 

Please note, that once "no email" users are reactivated, their previous passwords will no longer be valid. An Admin will need to set up a new temporary password and communicate the updated login details to the users.

5. What does it mean for a user to be inactive?

Inactive users lose all access to their iHasco account, including past courses and the ability to view or download certificates. They also do not receive any emails sent out by Admins.

6. Will inactive users still belong to segments?

Yes, providing their profile data is not deleted, the user will remain in a segment. They will just show as inactive on Atlas and iHasco LMS, and their results will show within the archived tab of the reports section.

7. Does making a user inactive free up user seats/credits?

No, marking a user as inactive does not free up user seats or credits. User seats and credits are consumed once a learner begins a course. If a learner has already used a seat or credits and is later set to inactive, these remain counted and are not reimbursed. 

8. While making edits in the User Data file, can I add new users there as well?

No, the system will not be able to recognise new information and will ask you to remove it. To add new users please use the New User Template.