If someone in your organisation hasn't logged in to infoodle for a while, their login can be automatically switched off. This keeps your system secure by making sure old, unused accounts aren't left open.
This feature is optional and turned off by default. You can turn it on whenever you're ready.
Why should I do this?
It is a risk to have logins left unattended!
It is likely the person involved has left your organisation or is no longer in this role. Unattended logins are an opportunity for unwanted attempts to access your system without you being aware of it. By keeping the inactive time short is a good mitigation against this risk.
How does it work?
Once turned on, infoodle checks every day to see if anyone hasn't logged in for a long time. Here's what happens:
- First, the person gets a friendly email letting them know their login will be switched off soon if they don't log in.
- If they still don't log in, their login gets switched off. They won't be able to sign in anymore, but nothing else changes - their information stays exactly as it is.
- All administrators get a single email that day listing who was switched off.
- An administrator can switch the login back on at any time.
Turning on inactive logins
- Click on the Administration cog icon
- Click Roles from the drop down menu.
- Click the Login Settings button near the top of the page.
- You will then see a page with a section called Inactive Login Settings
- Change Send inactivity notification? to Yes
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- You'll then see two extra options appear:
- Weeks of inactivity before notification - how long someone needs to be inactive before they get a warning email. The default is 20 weeks (about
5 months). - Weeks of inactivity before deactivation - how long before their login is actually switched off. The default is 22 weeks. This must be longer than the warning period, so the person has time to log in after getting the warning.
- You can then choose whether to send people an email when their login is switched back on. Change Send reactivation notification? to Yes if you want to do that.
- Click Save.
What emails get sent?
- A warning email to the person, letting them know they need to log in soon.
- If they don't log in in time, an email telling them their login has been switched off and to contact their administrator.
- A daily summary email to all administrators listing anyone who was switched off that day.
- Optionally, an email to the person when their login is switched back on (only if you turned that setting on).
How to switch a login back on?
If someone's login has been switched off and they need it back:
- Click on the Administration cog icon
- Then click Roles from the drop-down menu
- Click the Reactivate Users button.
- You'll then see a list of everyone whose login has been switched off
- Tick the box next to the people you want to switch back on
- Click Actions
- Then click the Reactivate Selected from the drop-down
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Their login will work again straight away. If you've turned on the reactivation email, they'll also get an email letting them know.
Things to know
- Only people who have a login are affected. If someone is in your database but doesn't have a login, this feature doesn't apply to them.
- Archived people are not affected.
- If someone gets the warning email and then logs in, the warning is cancelled. They won't be switched off unless they go inactive again.
- infoodle will never switch off the last remaining administrator. If your only administrator hasn't logged in for a while, infoodle support will be
notified instead. - Nothing is deleted when a login is switched off. The person's record, groups, notes, and everything else stays exactly as it is. Only their ability to log in is removed.
- You need the Roles permission to change these settings or to reactivate
users.