As an Administrator responsible for managing Kubicle learner accounts, it's important to understand the mechanism of deactivating accounts and the implications for your organization's licensing arrangements. This guide provides a concise overview of how to deactivate learner accounts.
User Deactivation Replacing Archive Functionality
Kubicle’s recent updates to the learner deactivation process mark a significant shift from the previous archiving functionality. The new flow emphasizes ease of use, transparency, and control for administrators.
Here's what you need to know about these changes:
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Change of Status: Deactivating a learner account is now a change of status, rather than an archive function. This status is visible to administrators and can be reversed.
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Control and Visibility: As long as you hold an administrative role in the respective learning group or organization, you can view and modify the deactivation status of learners through the new learning management system.
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Streamlined Process: This update simplifies the process of managing learner accounts, making it more efficient and user-friendly for administrators.
Please note, while we have enhanced the deactivation process for ease of use, the archiving functionality remains available, ensuring that existing workflows continue without disruption.
It's important to note that if, due to GDPR or any privacy concerns, you wish to anonymize learners in the platform, please feel free to reach out to our Customer Success team.
Deactivating Learner Accounts
The process for deactivating a learner account has been simplified, offering a more intuitive and user-friendly approach. This action can be carried out either from the Learner Management screen or within a Learning Group.
Learning Management Table Method (New):
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Navigate to the Learning Management page via the sidebar on your Organisation’s overview page
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Locate the learner in the table.
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Click on the ellipsis (three dots) next to the learner’s name.
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From the dropdown menu, select ‘Deactivate Learner’.
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Confirm the deactivation.
Learning Group Method:
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Navigate to the Learning Group page.
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Find the desired learner in the learner table.
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Click on the learner profile.
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Locate and select the "Deactivate" option.
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Confirm the deactivation.
Note: For bulk deactivation, please contact our Customer Success team for assistance.
Reactivating Learner Accounts
The procedure for reactivating a learner account in Kubicle has been designed to be straightforward and efficient. Administrators can choose to reactivate accounts either through the Learning Group section or via the Learning Management Table.
Learning Management Table Method (New):
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Navigate to the Learning Management page via the sidebar on your Organisation’s overview page.
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Locate the learner in the table.
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Click on the ellipsis (three dots) next to the learner’s name.
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From the dropdown menu, select ‘Reactivate Learner’.
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Confirm the reactivation.
Learning Group Method:
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Navigate to the Learning Group page.
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Click on "Invite Learner."
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Enter the details of the user you wish to reactivate.
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Send the invitation, which will enable individual reactivation of the user.
Note: For bulk reactivation, use the "Invite User" feature in the Learning Group section. If you need assistance, feel free to contact our Customer Success team.
Transferability and Licensing Considerations
When managing learner accounts, it's important to understand the details of license transferability within Kubicle. Reactivating and deactivating users have implications on your organization's license allocation.
Privacy and GDPR Compliance:
If, due to GDPR or any privacy concerns, you wish to anonymize learners in the platform, we encourage you to contact our Customer Success team.
Our team is equipped to assist you in complying with these regulations and ensuring that learner data is handled in accordance with your organization's privacy policies and legal requirements.
License Transferability:
If a learner is deactivated and your organization has exhausted its allotment of transferable licenses, be aware that deactivating a learner does not automatically free up a license for reallocation.
It's crucial to plan and manage your license usage judiciously, especially when dealing with a limited number of transferable licenses.
Reviewing License Agreements:
Each organization's contract with Kubicle details the specific terms of the license agreement. This includes crucial information such as the duration of the licenses and the range of Learning Plans they cover.
For a thorough understanding of your specific license terms and to ensure compliance with these terms while managing user accounts, please reach out to support@kubicle.com to request a copy of your contract.