Understanding User Statuses

Overview

Every user in Learn Amp has a status that reflects where they are in their journey with the platform. Understanding these statuses helps you manage your users effectively, troubleshoot access issues, and maintain accurate records of your organisation's learners.

User status affects whether someone can log in, receive notifications, and appear in reports and searches.

Pre-requisites

Role Requirements

Action	Required Roles

Action	Required Roles
View user statuses	Admin, HR, Owner
Filter users by status	Admin, HR, Owner
Change user status	Admin, HR, Owner

The User Lifecycle

Users progress through different statuses as they join and interact with Learn Amp:

Not Yet Invited → Invite Scheduled → Invite Pending → Confirmed
                                                         ↓
                                                    Deactivated
                                                         ↓
                                                    Anonymised

Status Definitions

Not Yet Invited

The user record has been created in Learn Amp, but no invitation email has been sent yet.

Common scenarios:

User was added via CSV import with "skip invitation" selected
User was created via HR integration but invitation is pending
Admin created the user but hasn't triggered the invitation yet

What they can do: Nothing – they cannot access the platform

Invite Scheduled

An invitation has been set up to be sent on a future date.

Common scenarios:

New starter with a future start date
Planned onboarding batch

What they can do: Nothing until the invitation is sent and they accept it

Invite Pending

The invitation email has been sent, but the user hasn't yet clicked the link and set up their account.

Common scenarios:

User hasn't checked their email
Invitation went to spam
User started but didn't complete the sign-up process

What they can do: They need to click the invitation link and complete registration

💡 Tip: You can resend the invitation if it's been lost or expired.

Confirmed

The user has accepted their invitation and can fully access the platform. This is the normal "active" status.

What they can do: Full access based on their assigned role

Deactivated

The user's account has been disabled. They cannot log in, but their data is preserved.

Common scenarios:

Employee has left the organisation
Extended leave of absence
Temporary access removal

What they can do: Nothing – they see a "deactivated" message if they try to log in

Anonymised

A deactivated user whose personal information has been permanently removed for GDPR compliance. Their activity data remains but is no longer linked to identifiable information.

What they can do: Nothing – the account cannot be recovered

Filtering by Status

To view users with a specific status:

From the sidebar, click People
Select Individuals
Click the Status filter
Select one or more statuses to filter by

You can select multiple statuses to see, for example, all pending invitations and confirmed users together.

"Taking a Break" – A Special State

"Taking a break" isn't a status – it's a setting that can be applied to confirmed users. When enabled:

The user remains active and can log in
They stop receiving notification emails
Their tasks and events are preserved
They don't appear as "on break" in the status filter

This is ideal for parental leave, sabbaticals, or temporary reduced engagement.

FAQs

Q: Why can't I find a user in the People list?
They may be deactivated. Use the Status filter and select "Deactivated" to view them.

Q: Can I see when a user was invited?
For users with "Invite Pending" status, you can see the invitation date. Once they confirm, this date is no longer displayed in the interface.

Q: What's the difference between "Not Yet Invited" and "Invite Pending"?
"Not Yet Invited" means no email has been sent. "Invite Pending" means the email was sent but the user hasn't accepted it yet.

Q: Can I change a user's status directly?
You can deactivate or reactivate users. Other status changes happen automatically (e.g., when a user accepts their invitation, they become "Confirmed").

Q: Do deactivated users count towards my licence?
This depends on your contract. Contact your account manager for details about how user counts are calculated.

Troubleshooting

Issue	Solution

Issue	Solution
User says they never received invitation	Check if status is "Not Yet Invited" (email not sent) or "Invite Pending" (email sent but not accepted). Resend the invitation if needed.
Can't filter by "Taking a break"	This isn't a status – it's a user setting. Users on break show as "Confirmed".
Status showing incorrectly after HR sync	Check your HR integration settings. Status may be syncing from your HR system.
User stuck on "Invite Pending" for weeks	The invitation may have expired. Resend the invitation to generate a new link.
Deactivated user receiving emails	Check if there's a delay in email processing, or if the deactivation is recent. Emails in the queue may still be sent.