What it does
A person's membership in a program carries a status — active, on leave, in remediation or probation, extended, or a final state (graduated, transferred, withdrawn, terminated). Status changes are tracked as transitions. Full account deactivation goes further. It cleans up a departing person's pending work in one step, with a preview first.
Who it's for
Program directors and administrators manage learner status and departures; sensitive transitions (remediation, probation, non-promotion, termination, withdrawal) need matching permission.
How it works
Status transitions. From a person's program membership, you can apply an action. Options include leave, return from leave, remediation or probation (start or end), non-promotion, extension, graduation, transfer, termination, withdrawal, or reactivation. Leave can be informal or formal. Each action can carry an effective date and a note. Final outcomes close the membership with an end date, and graduation also records the actual graduation date.
The platform enforces which transitions are allowed. It rejects an illegal jump, such as straight from withdrawn to graduated, no matter who attempts it.
Bulk activate and deactivate. In the people directory you can select multiple people and activate or deactivate them together, with a confirmation step.
Deactivation with cleanup. Deactivating a departing person can also tidy their pending work: cancel evaluations and form assignments, remove them from groups and future schedule blocks, and end future supervising duties. Before you commit, a preview shows how many records each option would touch, and which records — case logs, documents, requests — stay on file and attributed to the person. The whole operation runs as one step on the server: it either completes or rolls back.
Before you start
Sensitive transitions (remediation, probation, non-promotion, termination, withdrawal) need permission beyond routine status changes.
Know which pending work — evaluations, group memberships, future schedule blocks, supervising duties — to clean up before deactivating someone.
Do this
Open a person's profile (
/users/profile/:userId) and select Deactivate → the Deactivate User panel opens.Review the preview counts on the panel → you should see how many evaluations, groups, schedules, and educator assignments would be affected.
Under Cleanup Options on the panel, clear any checkbox for work you want to leave untouched, then optionally set a Post-program placement → your choices stay selected until you confirm.
Select Deactivate on the panel → the Confirm Deactivation dialog opens describing exactly what will happen.
Select Deactivate again in the dialog to confirm → you should see a success message summarizing what was cancelled, removed, or ended.
You're done when
✓ The person's status shows as deactivated on their profile.
✓ The success message confirms the cleanup counts you expected.
✓ Case logs, documents, and requests are still listed under the person's history.
Boundaries and limits
Transitions are checked at the database. It blocks any status change that skips a required step, no matter who attempts it.
Sensitive actions are gated one by one. Remediation/probation, non-promotion, termination/withdrawal, graduation, transfer, and general status changes each need their own permission.
Deactivation does not erase history. Case logs, documents, and requests stay on file, attributed to the person. The preview shows those retained counts.
Deactivation cleanup is all-or-nothing per run. If any step fails, the whole operation rolls back.
Closing a membership records an end date. A final membership does not reopen by editing it. That needs a reactivation action.
Status changes apply to that one program membership, not to other programs the person may belong to.
Common questions
Q: What's the difference between deactivating a person and withdrawing them from a program? A: Withdrawal closes one program membership with a status and end date. Deactivation turns off the whole account and can clean up pending work across other features.
Q: Will deactivating someone delete their case logs or documents? A: No. Those stay on file, attributed to the person. The preview shows the retained counts before you confirm.
Q: Can a coordinator terminate a learner? A: Only with the termination permission. Each sensitive action is gated apart from routine status changes.
Q: Can I see what a deactivation will touch before running it? A: Yes. The preview lists cancelled evaluations, removed groups and schedules, ended supervising duties, and records kept on file.
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