You can deactivate a user when they've left your organization or otherwise have no need to access their Bonusly account anymore. User data is never destroyed in Bonusly. Deactivating a user in Bonusly will simply archive their account and disable their ability to log into the system.  

Deactivating a user will not delete the information associated with their account. Their current balance, the bonuses they've given, the comments they've made, and the bonuses they've received will remain untouched. However, they will no longer be able to log in to access this information, so you may wish to give them advance notice to redeem their points for a reward. 

Important note: deactivated users do not count towards your subscription headcount. 

The user management in place will affect how you deactivate users within the system. The two primary user management types are bulk uploads done with a .csv, and an integration with a HRIS/HRMS.

Head over to the "Users > User Accounts" page and click the "Bulk upload users" button.

Bonusly will double-check to make sure you really want to deactivate that user. If you do, just click 'OK' and they'll be deactivated immediately. (Don't worry -- you can restore a deactivated user anytime. 

You can confirm that a user was deactivated by searching for them. If they were archived, you will receive the response "We couldn't find any users with those filters":

Archived users can always be found by checking the box for "Include: Archived", as seen here:

That’s it! Your user has now been deactivated. They will no longer be able to access their account.

If you'd like to deactivate multiple users at once, you can do this through a bulk upload. Make sure you prepare a .CSV or .XLSX file that includes only the users accounts you'd like to remain active. To do this, start by heading to the Users>User accounts page and downloading a list of your current users:

Edit the list to remove all users you'd like to remove from Bonusly. Once your file is ready, select the "Bulk upload users" button.

Upload your file and make sure to check the box to Deactivate users not on the list.

After hitting, "Upload" you'll be able to view the number of users that will be deleted, and the number that will be kept (updated).

If all looks correct, hit update users to deactive users in bulk.

Once a user is deactivated within an HRIS/HRMS and a sync* has happened, the user will be automatically deactivated within Bonusly. *Integrations sync nightly or you can push a sync from your User Management Integration page. 

However, you are able to deactivate an imported user at any time from the User Import Management page.

You can access this page by clicking on the Manage Import User button available at the top of the User Accounts page.

Then, search for the user. You will be able to see if they are still activated or not by checking their status on the right side of the page: 

Select the user on the left side of the screen:

Choose "Deactivate Selected", which will become available in red:

A prompt will appear asking if you would like to deactivate the following user(s). Click on "Ok" to confirm:

And that’s it! Your user has now been deactivated. They will no longer be able to access their account:

To restore a user, head over to the 'Users > User Accounts' page, and click the 'Include: Archived’ checkbox:

To find the exact user:

When you've found the user's account, click the "Activate" button in their row to restore their account:
​

You're all done! Their account will be exactly as it was on the day it was archived, including the record of their bonuses and their earnings account balance. 🎉

To restore a user, head over to the User Import Management page. You can access this page by clicking on the Manage Import User button available at the top of the User Accounts page:

Then find the user you would like to re-activate:

Select the user, and click on the "Activate Selected" button in green:

A prompt will appear to confirm that this user should be reactivated. Select "Ok":

You're all set! Their account will be exactly as it was on the day it was archived, including the record of their bonuses and their earnings account balance. 🎉

By default, Bonusly administrators have the ability to add or remove users from the 'Manage Users' section of the admin panel using the controls indicated with arrows below:

If you don't have these controls, you have a user management integration set up with Bonusly. You'll need to make your changes to user data from within your HRIS/HRMS.

If you have one of Bonusly's user management integrations activated, you'll notice that the 'add user' button and 'archive user' buttons have disappeared, like in the example below:

When an automated user management integration is activated, Bonusly disables manual user management and uses the HRIS/HRMS employee roster for your Bonusly user roster.

With a user management integration active, Bonusly user accounts are added, changed, and/or archived automatically based on their status in your HRIS/HRMS.

Users must have an email in the Work Email field of their profile in your HRIS to be integrated into Bonusly. If their profile is missing their email in your HRIS, they will not be included in the sync.

If you have an HRIS/HRMS integration, you can trigger a fresh import on your Integrations page by clicking on the icon for the HRIS/HRMS system you’re using. In this example, the HRIS/HRMS system being used is Gusto:

You can also access this page from the “Imported users” page by clicking on the user management integration link near the top of the page.

Once you are on your HRIS/HRMS integration management page, you can manually trigger a fresh import by clicking on: “Sync Now".

Please note: You will also need to be logged into your HRIS/HRMS program in order to complete this action.

You are able to configure your HRIS/HRMS settings to automatically sync new or deactivate employees who are added in your integrated HRIS/HRMS program by clicking on Enable auto-provisioning:

You’re all set! Now your HRIS/HRMS is synced, and your users will be automatically updated in Bonusly! 🎉

Questions? Send us a note to [email protected]; we'd be happy to help!

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