Expired users - best practices

@shona.dunn Hi, Shona

We spend a lot of time ‘retiring’ accounts, and I found that there are a lot of things to consider.

1. Move the retired account into a branch that is unrelated to any other, at the Docebo level. This helps with reporting, groups, enrollment rules, etc.
2. Write all reports/groups to “exclude deactivated accounts”
3. When I’m actually deactivating, I review the account for any additional fields that should be set to ‘blank’, set an expiration date, and set the status to ‘deactivate’
4. You may find that an additional field “Notes” is helpful if you want to track the reason.
5. Any Power Users are changed to User;  Direct managers are usually removed as well.
6. I typically unenroll them from In Progress, or Enrolled courses/Learning Plans, but not from Completed
7. Lastly, I make certain that they get deactivated in any other related application, or any other credentials that they were issued after they completed training. (Our LMS is their first step to working work our company, so if they leave the LMS, then all other accesses must also be disabled.)

We don’t delete accounts as they are our paper trail for what that person was told, and when they were told it. Just in case it comes up in litigation sometime in the future.

Hope that helps.  Interested to hear what others have to say on the topic.