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. This state is ideal for temporarily removing access when there is a possibility that the user might need to be reactivated in the future.
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.- Deactivated users do not occupy an active license seat, freeing up resources.
Administrators have the option to reactivate a deactivated account, restoring all historical data and permissions.
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. This includes the complete erasure of personally identifiable information (PII) to comply with privacy regulations such as GDPR.
All associated data is erased, in compliance with privacy regulations like GDPR.
This action cannot be undone.- Anonymous survey responses are retained in aggregated form, ensuring historical reporting integrity, while non-anonymous feedback is permanently deleted.
Contributions by deleted managerial users may be displayed as originating from an 'unknown user' in specific interactions.
Guidelines for Deactivation vs. Deletion
When managing user accounts, consider the following guidelines to decide whether to deactivate or delete:
Deactivate: Opt for this if the user’s historical data needs preservation or if future access reinstatement is a possibility. This is especially useful for maintaining data integrity in reports and organizational records.
Delete: Choose this action if compliance with strict privacy regulations necessitates it. Such cases typically involve legal or policy-directed erasure of all sensitive user data.
Reactivating Users vs Managing New Invitations
To efficiently reinstate access for former users, follow these steps based on their current status:
Reactivation: If listed as "Deactivated," simply reactivate their account to restore access and historical data.
New Invitation: If the user is absent from the User List, it implies account deletion or that the user was never added. In such cases, invite them anew as no historical data exists to retrieve.
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.