Keep your user database current by utilising Rosterfy's user management options. You can archive inactive users or choose to deactivate or delete accounts that are no longer required.
IN THIS ARTICLE:
User Management Options
Rosterfy provides the flexibility to archive, deactivate or delete user accounts that are no longer needed. You have several options for managing this administrative task effectively:
- Archiving inactive User Accounts
- Deleting User Accounts through the Admin Console
- Deleting User Accounts via the Volunteer Portal
- Deactivating User Accounts
Additionally, if a user account has been deleted by mistake, there is an option to restore it. Below, we will guide you through the steps for each of these processes.
Note: Deleting a user account will permanently delete all data marked as personal or private. A user account can be restored, however this data will be lost.
Archiving User Accounts
If you need to archive users who are no longer actively engaging with your organisation, you can use the archive function.
Archiving, rather than deleting, is an important way to maintain user data within your organisation, To archive a user, follow these instructions:
- Navigate to the User List, by selecting Users > Users.
- Either scroll to locate the user or search in the search box for them.
- Select More Actions > Archive.
- A pop up window will appear asking you to confirm you wish to archive this user, select Yes.
Note: An archived user can still be contacted through Rosterfy via Email, however they cannot be added to Shifts, Roles or Training.
Archived users can still login to Rosterfy and will automatically be restored upon login.
Deleting User Accounts through the Admin Console
To delete individual user accounts through the admin console, follow these simple steps:
- Navigate to the User List, by selecting Users > Users.
- Either scroll to locate the user or search in the search box for them.
- Select More Actions > Delete.
- A pop up window will appear asking you to confirm you wish to delete this user, select Yes.
Note: You can also bulk delete users through a User Import, check out Importing Users for more information.
Deleting User Accounts via the Volunteer Portal
Users are able to delete their own account via the volunteer portal.
- Login to the volunteer portal.
- Navigate to My Profile > Security.
- Select Delete my account.
- Check the tick box to confirm you wish to delete your account
- Select Delete.
- A confirmation box will appear to advise that the account has been deleted and you will be logged out, click Log out.
Note: Users are unable to restore their own accounts and will need to contact the organisation they are volunteering with for assistance.
As an organisation, you may wish to have more insights when users are deleting their own accounts via the volunteer portal. This can be achieved with one of two options:
Require admin approval before an account is deleted:
This option will send an email to the designated email address notifying them of the deletion request. Admins will then need to action the request by manually deleting the user account.
Require users to complete a form when deleting their account:
A user interaction form can be created to collect feedback from the user, as to why they are deleting their account.
By setting a Delete Account Form, this will force users to complete the form before they are able to delete their account.
The settings for Admin Approval and form completion are available in Settings > Organization Settings > Users tab.
Note: Please contact Rosterfy support if you are a full admin and are unable to view the above settings.
Deactivating User Accounts
Rather than permanently deleting a user account, you have the option to deactivate it.
Deactivating an account preserves all associated user data within your Rosterfy database, unlike deletion, which removes this information permanently.
When a user is assigned the deactivated checkpoint, they will automatically be removed from all:
- Groups
- Event Shifts
- Role Offers
- Training
- Items
Typically a user is assigned to be deactivated when you wish to still keep the account for admin purposes but you do not wish for the user to make any further updates to their account.
To deactivate a user account, you will need to assign them to the deactivated checkpoint.
This can be done a number of ways:
- Automation action
- Bulk update to the User list
- Bulk update to the Group user
- Manually within a user's profile > Access tab
Check out Checkpoint Actions, for more information on the deactivate checkpoint.
Restoring Archived or Deleted Users
If you need to restore an archived or deleted user, follow the below steps, for easy restoration.
- Navigate to the User List, by selecting Users > Users.
- Select either the View Archive, File Icon or the View Deleted, trash icon.
- Either scroll to locate the user or search in the search box for them.
- Select More Actions > Restore or Recover.
- A temporary pop up will appear to advise the user has been successfully recovered and will now appear in the User list again.
