Table of Contents
Deactivating a user
Reactivating a user
Deleting a user
Deleting user data (GDPR compliance)
Deactivating a user
If you want to deactivate a user in your Leapsome account, e.g., because they have left the company or are on parental leave, you can do so in 'Company' > 'Employees' > click on the pencil icon to edit this user. In the editing page, click on 'Actions' > 'Deactivate user'.
Please note: If you want to deactivate someone who has a platform role 'Super-Admin', you would first need to make them an Admin or User, and then deactivate them.
Reminder: Deactivating a user does not downgrade your no. of licenses billed, please check this Success Centre article for more details.
If you use one of our integrations with an HRIS integration (a human resource information system), all users deleted from the HRIS will automatically be deactivated in Leapsome. You can see a list of all deactivated users by filtering for ‘Status' > ‘Deactivated' in the ‘Employees’ page.
Similarly, if you're not using an HRIS and wish to deactivate users based on their termination date automatically, you would need to enable the setting found in 'Settings' > 'Company' > 'Basic settings' > 'Automatic user deactivation' > 'Automatically deactivate accounts if their termination date passed (automatically handled by HRIS integrations)'. Please note: You would need to enter the termination dates for the users for this to happen automatically.
When deactivating a user, this user will no longer receive any notifications. All past feedback and reviews will still be available.
However, please note that deactivating a user has some permanent effects on ongoing processes:
- If users are deactivated, they are completely removed as review participants in cycles where no one gave them feedback yet.
- They will get removed as peers in other reviews
- Other peers who didn’t give feedback to them will be removed from their ongoing reviews
- Personal goals of that user will be archived
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All other outstanding to-do tasks are dismissed (for example: Survey invitations…).
User data after deactivation:
The data of deactivated users will remain in the system. Their name won't be available as a filter option or come up in search bars, but any Instant Feedback, praise, review, or survey answer they had submitted in the past will remain on the platform.
Reactivating a user:
If you want to reactivate a user, you can filter for the deactivated users, click ‘Edit' next to their name. In the editing page, click on 'Actions' > 'Re-activate user'. The users will not receive a notification when reactivating the account.
If you use an HRIS integration with Leapsome, the user's new start and end dates (along with other field information) will be automatically pulled from the system. You might have to wait until the synchronization for these reactivated profiles to update on Leapsome. You can also manually go to your ‘HRIS integrations’ section on Leapsome and click on the ‘Update and Synchronize’ button.
If there is no field data in the HRIS system, after syncing, Leapsome will continue to either hold any old data for that field or leave the field empty. Similarly, if there has been any update to any of the HRIS field data, after synchronization, the new input data will automatically override old data in the Leapsome platform, replacing it with the new input.
If this deactivated user was added onto the Leapsome platform manually or through import from a spreadsheet, you will have to find their deactivated user profile, reactivate their profile and manually update their new start and end date.
Important notes during reactivation:
If you create a new employee profile via an HRIS for a returning employee (i.e. an intern transferring to a full-time role) with the same email used for their original account, you may need to delete their old profile to avoid duplicating the user.
If you delete any employee data from their profile on your HRIS, it may not be reflected on their Leapsome profile. The Leapsome platform will instead retain the last data input for these fields. This situation does not apply to edits you make to any field values, they will be updated with the respective synchronizations.
Delete a user
If you want to permanently delete a user, use the filter in ‘Employees’ under the status 'Deactivated'. Find the user you want to delete and click on ‘Edit'. In the editing page, click on 'Actions' > ‘Delete user’. Please note that this cannot be undone!
All past feedback and reviews of the user will get anonymized and show up as 'Deleted user'.
If a user is deleted from Leapsome, we do not retain any record of the user's information as per GDPR law.
Deleting user data (GDPR compliance)
You have the following options to remove deleted user's data from the platform:
- Delete a user: This removes all the user’s information. For information where the deleted user is the author, the deletion leads to the author being shown as an anonymized/deleted user.
- Delete content within the platform (where possible and based on your own terms and legal requirements): Goals and reviews of the deleted user can be manually deleted. However, other private or anonymous content like survey submissions cannot be removed due to the anonymization of the content when it was submitted.
- For enterprise customers only: Reach out to support or to your CSM to setup a custom data deletion policy. With that configured, specific information about / given to a deleted user is removed from the platform. (Example: Feedback / a review given from someone to the deleted user)