What are Dormant Users?
A dormant user is someone whose Student CRM account is still Active, but who has not logged in for a selected period of time.
The Dormant tab in Users gives CRM User Administrators a quick way to find these accounts and decide whether they still need access.
This helps you keep your user list accurate, reduce unnecessary access, and regularly review accounts that may no longer be required.
Where can I find Dormant Users?
Open the Users module and select the Dormant tab.
When the tab opens, Student CRM automatically shows the active users who have not logged in within your organisation’s default dormant period.
The number shown on the tab tells you how many users currently meet that dormant rule.
The count is refreshed when you open Users.
Setting your organisation’s dormant period
Your organisation can choose the default period used to decide when an active user should be treated as dormant.
The available periods are: Inactive users who have not logged in for at least 3 months • 6 months • 12 months • 2 years • 3 years • 4 years
For example, if your organisation sets the default to 6 months, the Dormant tab will automatically show active users whose Last login was more than six months ago.
You can also use the dropdown on the Dormant tab to view users against a different period when needed.
What happens when the Dormant tab opens?
Student CRM checks your active users against your organisation’s default dormant period.
Any users whose Last login falls outside that period are shown in the Dormant tab automatically.
Nothing happens to those users at this stage. Their accounts remain Active until a CRM User Administrator decides to deactivate them.
Deactivating dormant users
Tick the users you want to update.
You can select individual users or use All / None to select the displayed users.
In the Bulk update panel:
Choose Set to inactive.
Check that you have selected the correct users.
Select Update records now.
The selected accounts will then be made Inactive.
Inactive users can no longer log in to Student CRM.
What happens when a user is made inactive?
Student CRM records who deactivated the account, when they did it, and the date the user had been inactive since.
For example: "Deactivated by Ari Jenson" on 9 September 2026, inactive since 24 August 2017."
This gives you a clear audit trail for future reference.
If an inactive user later tries to log in, they will see the existing account suspended message. Their account can be reactivated by a CRM User Administrator if access is needed again.
FAQs
Q. Does Student CRM automatically deactivate dormant users?
A. No. The Dormant tab identifies accounts for you to review. A CRM User Administrator decides which users should be made inactive.
Q. What makes a user dormant?
A. A user is dormant when their account is still Active but their Last login is older than your organisation’s selected dormant period.
Q. Is dormant the same as inactive?
A. No. A Dormant user can still log in because their account remains Active. An Inactive user has been deactivated and cannot log in.
Q. Does appearing in the Dormant tab affect the user's account?
A. No. Nothing changes until a CRM User Administrator chooses to deactivate the user.
Q. How is the Dormant number on the tab calculated?
A. Student CRM counts the active users whose Last login falls outside your organisation’s default dormant period. The count is refreshed when Users is opened.
Q. Can I use a different dormant period without changing our default?
A. Yes. Use the dropdown on the Dormant tab to view users against a different period when needed.
Q. Can I deactivate several users at once?
A. Yes. Select the users you want and use the Bulk update panel to set them to inactive.
Q. Can I reactivate somebody later?
A. Yes. Existing user reactivation works as normal.
Q. Why should we review dormant users?
A. Regularly reviewing accounts helps keep access appropriate, improves the accuracy of your user list, and reduces the number of unused accounts that remain active.