Managing Graduated Users and Deactivating Accounts
This article explains how campus administrators can manage users who have graduated, including changing their account type or deactivating access.
Option 1: Move Graduated Users to a Different Account Type
When a user graduates, you may want to keep them in the system with limited or adjusted access. Campus admins can update a user’s account type to reflect their new status (for example, Alumni).
Why use this option?
Allows continued engagement with alumni-specific content
Keeps the user profile active for historical and reporting purposes
Maintains visibility into past participation and activity
This option is ideal if your institution uses the platform to stay connected with alumni.
How to move users to a different account type (step-by-step)
Go to Admin.
Select Active Users.
Use Filters to narrow the list to the group you want to update (for example:
User Type = Student
Graduation Year = [select year]
Select users in bulk using batch select
Choose Assign Account Type from the bulk actions menu.
Select the new account type (for example, Alumni).
Confirm the change.
Option 2: Deactivate the User
If a user no longer requires access to the platform—for example, after graduation when their SSO access has been removed—follow the steps to deactivate the user account to maintain platform hygiene.
What happens when a user is deactivated?
The user can no longer log in or access the platform
Campus admins will no longer see past activity for that user on an individual level
Some historical activity is preserved globally, so engagement metrics remain accurate, including:
Events the user attended
Tickets the user purchased
Surveys the user answered
Deactivation is reversible if the user ever needs access again. Reactivating the account will restore access and all past activity at the individual user level.
Important (JIT authentication):
If your campus uses Just-In-Time (JIT) provisioning, deactivating the user in the platform is not sufficient on its own. The user must also be deactivated at the institution’s authentication layer (IdP). Otherwise, the next successful SSO login may automatically recreate or reactivate the account.
How to deactivate users (step-by-step)
Go to Admin.
Select Active Users.
Use Filters to narrow the list to the group you want to update (for example:
User Type = Student
Graduation Year = [select year]
Select users in bulk using batch select
Choose Deactivate from the bulk actions menu.
Confirm deactivation.
Deactivation vs. Hard Deletion
In some cases, a user may request to be completely removed from the platform. We strongly recommend deactivating users instead of performing a full (hard) deletion.
Hard deletion permanently removes the user and can result in the irreversible loss of historical engagement and activity data, which may negatively impact:
Reporting and analytics accuracy
Engagement records
Historical insights tied to events, tickets, surveys and more
Because of these risks, full deletion is not recommended for standard user lifecycle management.
To request full user removal, please contact our support team, and we will review and assist as appropriate.
Best practice: For graduated or inactive users, deactivation preserves historical data while ensuring the user can no longer access the platform.