Skip to main content

Users: Deactivation, Duplicates, and Deletion

Learn the best way to handle activations, deactivations, and deletion for your users in Kadince

Summary

By default, all new users added through the Add New User form are toggled as Active, allowing them to interact with Kadince immediately based on their login access status and permissions.

You can import users as active or inactive by including True or False in an Active column on the CSV import file (True = Active | False = Inactive/Deactivated).

Users are usually toggled Inactive when they are no longer employed at the institution. Only a Company Admin or API integration can make a user inactive or active.

Deactivation

Before deleting a user, the user must first be deactivated, and any pending tasks will need to be reassigned manually because the pending tasks will be deleted once the user is deleted.

  1. Click Settings in the side navigation

  2. Click Accounts in the top navigation (default view)

  3. Click the Users sub-tab (default view)

  4. Option 1:

    1. Click the checkbox next to the name of the user you want to delete

    2. Click the drop-down () arrow in the column header

    3. Select Delete

  5. Option 2:

    1. Click the side-drawer () icon next to a user's name

    2. Click the three-dot menu () button in the top right

  6. Select Delete to open the Are you sure? window

  7. Click the Delete button

How to Deactivate Multiple Users

  1. Click Settings in the side navigation

  2. Click Accounts in the top navigation (default view)

  3. Click the Users sub-tab (default view)

  4. Click the checkboxes next to each user you wish to deactivate

  5. Click the drop-down arrow () icon in the column header

  6. Select Update

  7. In Field to Update, choose Status

  8. In the Status field, select Inactive

Additional Notes on User Activation/Deactivation

Pending tasks assigned to the user will be hidden once deactivated. Reassign any pending tasks prior to deactivating the user. Reactivating a deactivated user will restore any pending tasks if applicable.

It is recommended to audit workflows to ensure the inactive user is not the assignee of any custom, or system task, or as the entry owner. Workflows will still run, but if the workflow action assignee is no longer active, the action, in most cases, will NOT run.

The inactive login user will lose login access to Kadince and will no longer show in user drop-down selection fields throughout the application. Activity associated with the inactive user will still exist and be reportable.

The inactive user will continue to show in the accounts table but will no longer be searchable from the magnifying glass () button on the accounts table.

How to Locate a Deactivated User in Settings

  1. Click Settings in the side navigation

  2. Click Accounts in the top navigation

  3. Click the Users sub-tab

  4. Click the Edit button

  5. From the Filters section, remove (if applicable) any filter excluding inactive users

  6. From the Columns section ensure Email, and First/Last Name columns are added

  7. If edits were made, click the Refresh button and close the side-drawer

  8. From the User Table, sort the desired Name or Email column A-Z or Z-A to find the user alphabetically

  9. Click the desired row (not the checkbox) to open the user details side drawer. This text will be hidden

Deletion

A user should RARELY be deleted in order to preserve their associated entry data. Deleting a user will remove them from any associated entry details. Any entries associated with the deleted user will still exist and be reportable.

Once a user account is deleted in Kadince, the system does not retain any activity trail related to the deletion. This means there is no way to determine who deleted the user or when the deletion occurred. If you need to track changes to user accounts, consider instituting internal review processes before taking deletion actions or using inactive statuses instead of full deletions.

Generally, deactivating a user is sufficient. Especially if data needs to remain intact for reporting and auditing.

How to Resolve or Remove Duplicate Users

A duplicate user in Kadince is a user with the same email as another user. To successfully create a new user, the email address cannot match another active user, inactive user, or prior deleted user.

Examples of Common Duplication Scenarios

Entering Volunteer Service Through an External Hours Form

  • The user (aka the volunteer) will enter their email address, which will auto-fill the other volunteer information if they already exist as a user. If their email address is not found (e.g., they use their personal email instead of their work email, the email has a typo), a window will open to confirm their email by typing it in again. Once they confirm the email and completely submit the form a new user profile will be created.

Email Naming Convention Changes

  • If an institution is merging with or acquiring another institution, or internal technologies are being updated or changed, the naming convention of employee emails is likely to change. If that occurs, but no update was made to the Kadince user emails, new users with the updated email domains will likely begin to happen.

  • Employees that have a name change will also fall into this scenario.

Employee that Goes by Another Name

  • Less commonly, if a user goes by a different name than their legal name, and if completing an external form they need to identify themselves as the owner, requested by, or submitted by user. They could search the wrong name, and with no results found for that name, they may attempt to add themselves again through the form.

    • This will only result in a “duplicate” user if they use a different email than what is already in Kadince, which is why it is less likely.

The following steps will need to be taken by a Company Administrator if a duplicate user is discovered. Only users with the Company Admin role can handle merging or deleting duplicate accounts. Verify access permissions before proceeding.

Step 1: Identify the Duplicate User

  1. Click Settings in the side-navigation

  2. Click Accounts in the top navigation (default view)

  3. Click the Users sub-tab (default view)

  4. From the Users Table, identify the “duplicate” user profile

    1. Use the email column to help you identify

  5. Click the side-drawer () icon next to the duplicate user name

  6. Click the pencil () icon for the Details section

  7. Add a unique identifier to the first or last name and email

    1. Example: "Jane Doe (Duplicate)"

If you previously deleted the duplicate user but want to use the deleted user’s email, simply add the user (as detailed in the article above) using the email originally associated with the deleted user, edit the email (add “delete” to the email), and continue with steps 2-4.

If you try to update an existing user's email with an email associated to a deleted or inactive user, you'll receive an "error submitting:taken" error message. Use the steps above to restore the deleted user's profile and update that email address before updating the current user email address. The inactive users email will also need to be updated before it can be reassigned to another user.

Step 2: Update Necessary Data to the Correct User

It is recommended that data tied to the duplicate user be updated to the correct one. If the duplicate user was created from an external form, the duplicate user profile could have the following data associated with it:

  • Volunteer Service Activities (Hours)

  • Requested By (Donations, Marketing Requests)

  • Entry Owner (Donations, Marketing Requests, Marketing Projects, All Feedback Objects)

Below are steps for updating hour entries to the correct volunteer (aka user), but the same general steps will need to be repeated for the other pieces of data referenced above, if applicable.

  1. Click Community in the side navigation

  2. Click Hours in the top navigation

  3. Click the graph () button to open the Volunteer Report window

  4. Search for and select the “duplicate” volunteer name

  5. Click the Submit button to open the report

  6. Click the checkbox column header to select all entries in the report

  7. Click the drop-down () arrow in the checkbox column header

  8. Select Update

  9. Search for and select the Volunteer field

  10. Search for and select the correct user name (the correct/surviving user)

  11. Click the Submit button

Step 3: Deactivate and Delete the Duplicate User

Once the applicable data has been updated to the correct user, deactivate and delete the duplicate user:

  1. Click Settings in the side navigation

  2. Click Accounts in the top navigation (default view)

  3. Click the Users sub-tab (default view)

  4. Click the magnifying glass () button to open the Search window

  5. Search for and select the duplicate user name

  6. Click the Submit button

  7. Click the toggle in the top left to deactivate the user

  8. Click the three-dot menu () button in the top right

  9. Select Delete

Step 4: Add or Update Form Field Help Text/Instruction

Help prevent duplicate users by adding help text and/or form instructions to help the form submitter know which email address to use

Additional tips to avoid duplicate accounts include ensuring proper onboarding processes to check for existing user entries, maintaining a periodic review of active users for duplicates, and training team members on accurate user entry practices.

Related Resources

Users: The Basics

Users: Account Profile

Tips & Tricks: User Management

Account Settings Overview

Did this answer your question?