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 User Admins 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.

Open the Users module and select the Dormant tab.

When the tab opens, the Platform automatically shows the active users who have not logged in within your establishment'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.

Your establishment can choose the default period used to decide when an active user should be treated as dormant.

Select the time period you want, then click the green 'make default' button.

The available periods are: 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 establishment 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.

The Platform checks your active users against your establishment'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 User Admin decides to deactivate them.

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:

The selected accounts will then be made Inactive.

Inactive users can no longer log in to Student CRM.

The Platform records who deactivated the account, when they did it, and the date the user was deactivated.

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 a message explaining that their account is suspended. Their account can be reactivated by a User Admin if access is needed again.

A. No. The Dormant tab identifies accounts for you to review. A CRM User Administrator decides which users should be made inactive.

A. A user is dormant when their account is still Active but their Last login is older than your establishment's selected dormant period.

A. No. A Dormant user can still log in because their account remains Active. An Inactive user has been deactivated and cannot log in.

A. No. Nothing changes until a CRM User Administrator chooses to deactivate the user.

A. Student CRM counts the active users whose Last login falls outside your establishment's default dormant period. The count is refreshed when Users is opened.

A. Yes. Use the dropdown on the Dormant tab to view users against a different period when needed.

A. Yes. Select the users you want and use the Bulk update panel to set them to inactive.

A. Yes. Existing user reactivation works as normal. In the user's profile, simply change their Status back to 'Active'.

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.