Workleap user states determine whether a user can log in to Workleap. Also, when offboarding a user, their user state decides whether an employee's data is retained or not.
Tip: Admins and Executives can verify the state of specific users from the users list (Settings > Users). You can also filter the list by status to see all users in a particular state.
User states
Invited users
Invited users are individuals who have been sent an invitation to join Workleap but have not yet accepted or set up their account.
They do not have access to the platform until they accept the invite.
They appear in the user list with Invited status.
Active users
Active users have accepted their invitation and can access the Workleap platform.
They have access to assigned Workleap products and features.
They are included in reports, surveys, and performance tracking, depending on their role and your active Workleap subscriptions.
Deactivated users
Deactivated users are temporarily disabled in Workleap.
They cannot log in or access any Workleap products.
Their user profile and historical data remain in Workleap.
They are excluded from reporting and product interactions while deactivated.
Note: In Workleap Performance, deactivated users' performance data remains stored for three years for record-keeping and audit purposes.
Deleted users
Deleted users are permanently removed from Workleap.
All associated data is erased, in compliance with privacy regulations like GDPR.
This action cannot be undone.
User provisioning and user states
If your organization has an active HRIS integration for user provisioning:
Users who are Active in Workleap will be deactivated if they are no longer found in your HRIS when syncing with Workleap.
Users in any other state (i.e., invited, deactivated, or deleted) will be deleted if they are not found in your HRIS when syncing with Workleap.
Tip: Check your user provisioning sync history for full details on user state changes during a specific sync.