Delete a user
Permanently remove a user from your institution, revoke their access, and understand when deactivation is the safer choice.
Deleting a user removes them from your institution entirely. Their membership is revoked, they lose access to courses, groups, and all institution data tied to that membership, and the action cannot be undone. Deletion is a last resort — appropriate for duplicate records, accounts created in error before activation, or cases where your data-protection policy explicitly requires removal of institution membership.
Why it matters
Not every departure calls for deletion. Universities and data-protection frameworks such as the GDPR often require retaining certain records — grades, attendance, application decisions, financial transactions — for defined periods even after a person leaves. Deactivation blocks access while preserving the record for those obligations. Deletion removes the person’s institution membership and is irreversible: if they return, you must create a new user and rebuild enrollments, groups, and access from scratch.
Understanding when to delete versus deactivate protects both your users’ rights and your institution’s audit trail.
How it fits
Deletion is the terminal state in the User Management lifecycle:
Before deleting, consider whether these related areas still need the user’s record:
| Area | After deletion |
|---|---|
| Roles and permissions | Role assignments for this institution are removed |
| User groups | User no longer appears in institution groups |
| Cohorts | Institution membership gone; cohort ties are severed |
| Invite email settings | No effect — settings are institution-wide |
If the person belongs to other institutions on Fuxam, deletion affects only your organization. Their global Fuxam account may persist elsewhere.
Deactivate vs delete
| Deactivate | Delete | |
|---|---|---|
| User record | Kept | Removed from institution |
| Sign-in | Blocked | Blocked (membership gone) |
| Reversible | Yes | No |
| Historical data | Retained | Institution membership and ties revoked |
| GDPR / retention | Supports access restriction while retaining required records | Use only when erasure or removal is legally appropriate |
What is removed
When you delete a user from the institution:
- Their membership in your organization is removed.
- They lose access to courses, groups, and all institution data tied to that membership.
- They are no longer counted toward your subscription seats.
Deletion does not necessarily remove the person’s global Fuxam account if they belong to other institutions, but they will no longer appear in your Users table or groups.
How to delete selected users
Deletion is performed from the Users table via bulk selection. There is no separate single-user delete flow documented outside this bulk path.
Go to OrgHub → Management → Users.
Select the checkboxes for the users you want to remove.
Open the ⋯ (more options) menu in the bulk toolbar.
In the danger zone at the bottom of the menu, select Delete.
Read the confirmation carefully. You must type Delete Users to confirm.
Confirm to proceed. Fuxam processes the deletion and removes the rows from the table.
See Bulk actions for the full bulk toolbar reference.
Protections
- Superadmin accounts cannot be deleted through this flow. They are excluded automatically from bulk deletion.
- You cannot delete yourself if you are among the selected users. Fuxam shows a warning instead.
- Deletion requires typing the confirmation phrase to prevent accidental removal.
Permissions required
| Action | Permission |
|---|---|
| Delete one user | Delete user (for that user) |
| Delete multiple users | Delete users (organization-wide) or Delete user per selected user |
If you do not see Delete in the bulk menu, you lack the required permission. Grant delete permissions cautiously in Roles and permissions.
Best practices
- Default to deactivation. Treat deletion as exceptional. End-of-studies, employment termination, and leave scenarios almost always call for deactivation first.
- Delete duplicates and pre-activation mistakes. If two records exist for the same person and neither has meaningful history, delete the erroneous one after confirming which record to keep.
- Involve data protection for erasure requests. When someone exercises a right to erasure under GDPR or similar law, follow your institution’s documented procedure. Deletion in User Management removes institution membership but may not address all data stores — coordinate with your DPO.
- Export before deleting when unsure. If you need a snapshot of user data, use Export Users from Bulk actions before deletion when policy allows.
- Never bulk-delete without reviewing the selection. Filters help, but always verify the selected row count matches your intent.
Common pitfalls
| Pitfall | Consequence | Prevention |
|---|---|---|
| Deleting instead of deactivating | Irreversible loss of institution membership | Use deactivation for leavers; delete only when certain |
| Selecting yourself in a bulk delete | Operation blocked with a warning | Exclude your own row from the selection |
| Attempting to delete superadmins | Automatically excluded | Reassign superadmin duties before any account cleanup |
| Deleting active students with academic history | Reporting gaps | Deactivate and follow academic exmatriculation workflows in the CMS |
FAQ
Can I undo a deletion?
No. Deletion is permanent for institution membership. If the person returns, create a new user and re-enroll them in cohorts and groups.
Does deletion erase grades and documents everywhere?
Deletion removes institution membership and access. Whether all historical artifacts are erased depends on how they are stored across modules. Consult your administrator and data-protection policy for module-specific retention.
Should I delete inactive users to save seats?
Inactive users are already not counted as active seats. Deletion is not required for billing relief — deactivation already achieves that.