Users can have different statuses within Workleap. Understanding these statuses helps you manage your account and understand what different users can see.
User statuses
Below, you'll see the different statuses, their meanings, and how to get users to that status, if applicable.
Created
Users who have been created but not yet invited to the platform. Applies to bulk provisioning, BambooHR, and Custom API integration.
When you manually create a user by going to Settings > Users and then clicking Add users, you'll see the option to either automatically invite them or not. If users are not auto-invited, you can invite them manually later on.
Invited
Users who have been created and received an invitation but have not yet accepted. If users haven't accept the invitation after a few days, you can send them a reminder.
Active
Users who have accepted the invitation are set to Active.
Deactivated
Users who are no longer part of Workleap. This would be applicable, for example, for someone leaving the company, taking a sabbatical, on maternity leave, etc.
A deactivated User's historical data is still in the account but while this is their status, you are not being billed for them, and they do not impact your participation score. When a User is removed from a team/or listed as a Deactivated user, their responses provided while they were in their team(s) will remain but will trickle off within a random 15-30 day window (to protect anonymity). This will not affect historical data, only current scores.
To deactivate a user:
Go to Settings > Users.
Type their name into the search bar and find them in the list.
Click the menu button ⋮ on the right-hand side of them and select Deactivate user.
You can reactivate a user at any time.
To reactivate a user:
Go to Settings > Users.
Click Add Filter, select Status, then select Deactivated.
Type their name into the search bar and find them in the list.
Click the menu button ⋮ on the right-hand side of them and select Reactivate.
Viewing users by status
See all users with particular statuses
Go to Settings > Users. The list displays active users by default. Click Add a filter, select status, then select the status you want to see. The list will then only show users with the selected status. Repeat to show more statuses.
See the status of a particular user
Under the filter button, you'll see which filters are being applied. Remove all the filters to see a list of all users, then use the search bar to find a user by name. The list will show that user, and you'll see their status.
Delete a user
Deleting a user has no impact on your historical scores when you choose to hard delete a user. This is the best option if you know the User is not coming back or if the email needs to be associated with another Workleap account.
To delete a user:
Go to Settings > Users.
Type their name into the search bar and find them in the list.
Click the menu button ⋮ on the right-hand side of them and select Delete user.
Note: Only an Administrator can delete a User's profile.