Knowing the different options for managing active users is very important, especially when we want to clean up, for example, to avoid exceeding the limit of our license.

If we cannot reduce users to the contracted limit, we can always upgrade the license to reach more realistic numbers that match the needs of our organization and avoid surprises.

Changing course availability

One way to manage active user accounts is to close or hide courses that are no longer in use. Users enrolled only in closed or hidden courses and without new enrollments in new courses will move from active to inactive and will not count towards the license.

Here you can see how to modify course availability.

Changing enrollment availability

Enrollment management can be automatic or manual. There are several ways to approach enrollment management on your site.

• Use enrollment duration
• Suspend enrollments of users who have left the course
• If you use self-enrollment, configure it to suspend inactive enrollments after a certain number of days.

If a user has no active enrollments, they will no longer be included in the count of active users on your site.

Here you can read more about enrollment availability

Managing user accounts

One way to manage the count of active users in Open LMS is to actively manage the number of user accounts. The challenge may be determining which user accounts are no longer needed.

User list report

The Browse user list report shows you all user accounts in the system and includes a last access date in its results. It has filters you can use to narrow the list, including a filter that allows searching for users who have not accessed the system since a specific date.

This view allows you to see accounts with their last access and use the “eye” button to quickly suspend unwanted or unnecessary accounts from this report.

Bulk user actions

The Bulk user actions report uses the same filters as the user list view, and they carry over from one screen to the other. The bulk user actions report allows us to interact with accounts using bulk actions. In the bulk user actions report, we can set filters, see a count of users matching those filters, and select some or all matching accounts to perform a bulk action on them.

You can delete accounts in the selection using the dropdown With selected users... or download the results in a CSV file. This export file can be fed into Conduit to manage accounts in bulk or uploaded via the Upload users option to deactivate them. 

You can check this article to know the number of active users you have, and this other one to understand the definition of an active user.