Inactive Users Removal (Auto Deactivation)
- Alex Do (Unlicensed)
- Sophie Cooper
Contents:
Overview
Over time, some users who have registered on the platform may stop accessing it, most often because they are no longer working at that building.
The continued inclusion of such users in the registered user count for a site inaccurately inflates this number.
Auto removal of inactive users 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 usage metrics, allowing you to keep your user base up to date.
You can send users reminder emails to prompt them to log back into the platform. You can customize the timing of reminder emails, choosing between intervals of 3 months, 6 months, or 9 months of inactivity. All users will receive a final email at 12 months.
The system checks for inactive users once daily.
How to Enable Automatic Removal of Inactive Users
From Equiem One, click Site Settings from the left-hand side menu. You will be redirected to the Site Settings (Admin Panel).
Click Site Configuration and then choose User Management under the General tab.
In this panel you can enable automatic removal of inactive users and decide if you want to send reminder emails after a certain period the user has been inactive.
A 12 month reminder email will be sent to all users in addition to any quarterly emails enabled in this section.Press Save
Reminder emails
Reminder emails are optional and can be configured as described above. They respect users' notification preferences (i.e. those who have opted out of email notifications will not receive the reminders), except for the 12-month reminder (the 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 [PLATFORM] 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 [PLATFORM] 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 [PLATFORM] 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 [PLATFORM] 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.
Removal of Users
The removal process does not delete a user’s account but unticks them from the site (a backend process that removes the users' association with a 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 the 'Removal of Inactive users' setting is first turned on for a site, any user who hasn’t been active for over 12 months and 1 week will automatically receive a 12-month reminder email and be removed from the site during the same automated process.
This ensures that the system immediately takes action for long-inactive users upon activation.