Overview
When you need to change the status of a lot of people at once — deactivating a team that's left, or reactivating returning staff — the quickest way is to download your users as a spreadsheet, update their status there, and import the file back into Atlas in one go.
Step-by-step instructions
Step 1: Download the User Data file (in Atlas)
Go to your Atlas admin page.
Go to Users in the left-hand menu.
Click the three dots on the right, then select Download User Data.
Read the instructions, then click Download User Data. The file saves to your downloads folder as an .xlsx spreadsheet.
Step 2: Update your users' status in the file (in your spreadsheet app)
Open the file in a spreadsheet application such as Microsoft Excel, Apple Numbers, or Google Sheets.
In the Status column, change the status for each user who needs updating.
Save the file and close it.
Step 3: Import the file back into Atlas (in Atlas)
Back in Atlas, go to Users in the left-hand menu.
Click the three dots, then select Import User Data.
Read the instructions, then click Select a file to import.
Find the file you just updated, select it, and click Open.
Atlas checks the file. If it finds any errors, they'll appear on screen for you to correct.
Click Import data to apply your changes.
Note: If you're reactivating username (no email) users, the system will prompt you to set a temporary password for them once the import completes. As these users can't be contacted automatically, you'll need to pass their new login details on to them yourself.
Interactive walkthrough
FAQ
What does it mean for a user to be inactive?
What does it mean for a user to be inactive?
Inactive users lose all access to their iHasco account, including past courses and their certificates. They also won't receive any emails sent by Admins.
Can I reactivate a user?
Can I reactivate a user?
Yes — you can switch users between active and inactive as often as you need. Note that when a username (no email) user is reactivated, their old password no longer works, so you'll need to set a new temporary password and share the updated details with them.
Can I access an inactive user's training history?
Can I access an inactive user's training history?
Yes. It appears in the user's profile card in the Enrolments area, and in the Archived tab of the Reports section.
Do inactive users appear in analytics reports?
Do inactive users appear in analytics reports?
No. To get their data, go to the Archived tab in Reports, select the inactive user, and export while viewing that tab.
Will inactive users still belong to segments?
Will inactive users still belong to segments?
Yes, as long as their profile data hasn't been deleted. They'll stay in their segment but show as inactive with their results available in the Archived tab of Reports.
When "all users" are enrolled in a course, are inactive users included?
When "all users" are enrolled in a course, are inactive users included?
If a course's enrolment method is set to "everyone," inactive users are enrolled but aren't notified and can't access it. This doesn't affect your credits or seats, since those are only used when a user starts a course. But if those users are later reactivated, they'll get full access to the course straight away.
If you're enrolling via the tick-box method in the Enrolments area, stay within the Active users tab to apply enrolments only to active users — the All users tab includes inactive ones too.
Does making a user inactive free up seats or credits?
Does making a user inactive free up seats or credits?
No. Seats and credits are used once a learner starts a course, and once used they stay counted — setting that user inactive afterwards doesn't reimburse them.
Can I add new users in the User Data file while I'm editing?
Can I add new users in the User Data file while I'm editing?
No. The file is only for editing existing users — Atlas won't recognise new entries and will ask you to remove them. To add new people, use the New User Template instead, and see How do I add users in bulk?