Auto deactivation is a configurable feature that can be activated on a per-site basis. It automatically disassociates a user from a site if they have displayed no activity for a continuous 12-month period, as determined by metrics. Additionally, users can customize the timing of reminder emails, choosing between intervals of 3 months, 6 months, or 9 months of inactivity. This system check is executed once daily, covering all sites.
How to Enable Automatic Removal of Inactive Users
In your application, click Site Settings from the left-hand side menu. You will be redirected to the Admin Panel with general settings.
In Admin Panel, click Site Configuration and then choose User Management.
In this panel you can enable automatic removal of inactive users and decide if you want to send the emails after a certain period of time the user has been inactive.
Reminder emails
Reminder emails are optional and can be configured via the Admin Panel. They respect users' notification preferences, except for the 12-month reminder (Final reminder before deactivation), which is always sent and does not adhere to users' notification preferences.
3 month reminder
Hey,
Did you know that your building offers you much more than just a workplace? With just one click, discover what's happening in your workplace, receive invitations to tailor-made events, access exclusive offers, and find out how to access building amenities. We look forward to welcoming you soon on-site or online.
<Log in to your Commercial account>
6 month reminder
Hey,
Did you know that you are already a member of your building's community? You have the opportunity to access everything that's happening around your workplace with just one click. Exclusive events, important updates, and even small gifts when you arrive at work - it's all available now. Simply click the button below to log in and confirm your free membership.
<Log in to your Commercial account>
9 month reminder
Hey,
Did you know your building has its own Community Manager to help, listen and make your work day a dream? We're here every day of the week providing you with great reading and events, activities to do on your breaks, exclusive offers and access to health and wellbeing services. Click the button below to log in and discover what's available to you, or tell us what you'd like to see or hear.
<Log in to your Commercial account>
12 month reminder
Hey,
Your Community Platform keeps you connected to your building community. We noticed that it's been 12 months since you last logged in. If you are still interested in accessing this service and receiving updates, please log in using the button below.
<Log in to your Commercial account>
If you no longer wish to access the site, we will automatically deactivate your account and remove you from our mailing list in 5 days.
But don't worry, you can always reconnect at a later date. Simply contact your friendly community team for assistance.
Deactivation
It's important to note that users are not physically deactivated; their status remains unchanged. Instead, the deactivation process involves unticking them from the site. This unticking occurs 12 months and 1 week after their last recorded metric activity, providing users with a 1-week grace period following the receipt of the final 12-month reminder email.
Activation on a New Site
When initially enabling the "Inactive users" flag for a site, any user who has been inactive for more than 12 months and 1 week will receive the 12-month reminder email and will be removed from the site in the same cron run. This ensures that the system immediately takes action for long-inactive users upon activation.