Learn - The 'Leave date' field: how and when it is populated

In this article, we'll explain how the Leave Date in Learn can be used to automatically or manually disable a User account when the User leaves the organisation. An account may become un-enabled (and therefore the leave date populated) because:

• The automated people-data feed dictated it
• The User was manually unenabled (either by User import or by manually ticking the box)
• A Learn Administrator added the leave date manually

Whenever a User account is unenabled, the leave date will be automatically populated. 

In some circumstances, the leave date field can be populated with a future date, for example, for a contractor who requires access to Learn for a set period only. In this scenario, the account will be unenabled when the stated leave date is reached.  

You can check to see if a leave date has been populated by following the steps below:

Steps to view a User leave date

1. Browse to the User area of Learn admin:
2. Search for the User. Note that the default view is 'enabled' Users only. Change the selection in the drop-down menu If you're searching for a User who is already unenabled:
3. Select the User's name to open their User profile
4. Select Information from the User Administration menu
5. Scroll to the end of the page to view the User leave date:

Steps to add a User leave date

Follow steps 1 to 5 above, then:

1. Select the calendar icon
2. Select a date
3. Select Submit to save the change

Steps to remove a User leave date

If the User leave date is populated and you believe it should not be Follow steps 1 to 5 above, then:

1. Select Clear
2. Select Submit
3. Select Details from the User administration menu
4. Scroll to the end of the page and select the checkbox User is enabled

Note that if your Learn has an automated People-data feed, then the leave date may be populated - and the User unenabled again - when the datafeed next runs. If that is the case, then the leave date must be corrected in the source people-data.

Find out more in The Academy

Get the big picture of people-data and Learn LMS:

• View 'The Big picture: data' to find out how people-data is added and managed in Learn LMS
• View 'The Big Picture: people' to find out how Users are added and managed in Learn LMS
• View 'Learn data feed - managing changes to user details' for tips and best practice to help keep your automated datafeed running smoothly