Springboard Tutorials

When a staff member leaves your organization or no longer needs access to a Springshare tool, you'll likely want to take action on their accounts in each relevant product. Your needs may include:

• Prevent unauthorized access to data.
• Remove the ability to make changes.
• Ensure the content they created stays up to date by assigning new ownership.
• Retain accurate records.
• Clear the clutter from your systems.

The options for account management available in each app are unique and thus must be managed within each app. Once all accounts in each of the separate Springshare products are removed or inactivated, the overarching LibApps account will automatically disappear. This Springboard provides an overview of account deletion and inactivation for each tool, along with instructions for each.

Account inactivation / deletion overview

The below table outlines the options for each Springshare tool. Keep in mind:

• Account deletion and its subsequent effects are permanent—we cannot roll this back on our end.
• In most products, you can make an account inactive to retain accurate records while preventing that user from logging in.
• As desired, you can later reactivate accounts that are inactive, allowing the user to again sign in and use the tool.

LibApps accounts

LibApps accounts cannot be directly deleted from the LibApps account management area. If a user has an active account in any other product—LibCal, LibGuides, etc.—they will and must also have a LibApps account.

To completely remove a user from your LibApps system, first delete or inactivate their account from each of your Springy sites individually. Once this is done, the user will no longer appear in the LibApps > Admin > Manage Accounts list, nor will they be able to log into your LibApps system.

Tip: LibApps Admins can click the links in the Site Count column to know exactly which sites a user has an account in that needs to be removed.

LibAnswers accounts

To inactivate or delete a LibAnswers account:

1. In LibAnswers, go to Admin > Accounts.
2. Under the Manage Accounts tab:
   1. To make a user inactive, click on the user's edit () icon in the Actions column and change their User Level to Inactive.
      • The user will no longer have access to LibAnswers but their historical user data will remain assigned to them.
   2. To remove a user, click on their trash can () icon in the Actions column.
      • You will be prompted to reassign that user's data to another user.
   3. To reactivate an inactive user's account, click on their refresh () icon in the Actions column.

Note: Inactive users will appear in gray text, while out of office users will appear in gold text.

Out of Office status

For short-term absences like vacation, medical leave, etc., the Out of Office status is a great option that will restrict some activity without going as far as inactivating an account. When a user is set to Out of Office:

• Other users will be unable to assign tickets to the user (they can still send internal notes).
• If a patron replies to a ticket owned by the user, the ticket will automatically be given a status of open and unclaimed, allowing other users in the queue to view and claim the ticket.

Learn more

• Create and manage LibAnswers user accounts
• Set your Out of Office status for ticket replies and transfers

LibCal accounts

To inactivate or delete a LibCal account:

1. In LibCal, go to Admin > Accounts.
2. Under the Manage Accounts tab:
   1. To make a user inactive, click on the user's edit () icon in the Actions column and change their User Level to Inactive.
      • The user will no longer have access to LibCal but their historical user data will remain assigned to them.
      • Inactivation does not delete any future appointments booked with the user or events where they are the organizer, but they won't be able to log in to view or manage these if needed.
   2. To remove a user, click on their trash can () icon in the Actions column.
      • If the user owns any calendars or events, you will be prompted to assign those to another user before you can delete the account.
      • Deletion permanently removes associated Appointments data.
   3. To reactivate an inactive user's account, click on their refresh () icon in the Actions column.

Learn more

• Create and manage LibCal user accounts

LibConnect accounts

To inactivate ("archive") or delete a LibConnect account:

1. In LibConnect, go to Admin > Accounts.
2. On the Manage Accounts page, click on a user's actions icon ( ).
   1. To make a user inactive, select Archive Account.
      • The account will no longer be able to sign in. Historical data remains attributed to this user.
   2. To remove a user, select Delete Account.
      • You will be prompted to reassign the user's records to another user.

3. To reactivate an inactive user's account, click Reactivate Account under their actions icon ( ).

Learn more

• Create and manage LibConnect user accounts

LibGuides accounts

LibGuides does not have the option to make an account inactive. To delete a LibGuides account:

1. In LibGuides, go to Admin > Accounts.
2. On the Accounts tab, click on the user's Remove Account () icon in the Actions column.

3. The Remove Account window will appear. Review the summary to confirm that you selected the correct user account.
4. From the dropdown menu, you must select a user account to inherit the content owned by the user you are removing. This will reassign the ownership of the content, which includes both guides and assets (and their accompanying statistics).
   • If you want to divide a user's guides or assets between multiple users, you will have to do this for each guide/asset individually before removing the user's account.
   • If you choose to add the user back to your LibGuides system in the future, they will not automatically reassume ownership of that content.
5. To proceed, select the checkbox next to I understand this cannot be undone.
6. Click the Remove button.

Learn more

• Create and manage LibGuides user accounts and permissions

LibInsight accounts

To inactivate or delete a LibInsight account:

1. In LibInsight, go to Admin > Manage Accounts.
2. On the Home tab, click on a user's actions icon ( ).
   1. To make a user inactive, click Edit User and change their Level to Inactive.
      • The account will no longer be able to sign in. Historical data remains attributed to this user.
      • To reactivate account, return to Edit User and change their Level to Admin or Regular.
   2. To remove a user, click on the Delete () icon.
      • You will be prompted to reassign the user's records to another user.

Learn more

• Create and manage LibInsight user accounts

LibStaffer accounts

To inactivate or delete a LibStaffer account:

1. In LibStaffer, go to Admin > Accounts.
2. Under the Manage Accounts tab:
   1. To make a user inactive, click on the user's edit () icon in the Actions column and change their User Level to Inactive.
      • The account will no longer be able to sign in. Historical data remains attributed to this user.
      • The user will be unassigned from all future schedules and shifts but will continue to display in past shifts and reports.
      • Their future time off requests will be removed.
      • Inactive accounts do not count against your subscription limit.
   2. To remove a user, click on their trash can () icon in the Actions column.
      • The user will be removed from all schedules and assigned shifts, both future and past. As a result, their work history will not appear in any reports.
      • Future and past time off request will also be removed, along with any favorite shift designations.
   3. To reactivate an inactive user's account, click on their refresh () icon in the Actions column.

Learn more

• Create and manage LibStaffer user accounts

LibWizard accounts

LibWizard does not have the option to make an account inactive. To delete a LibWizard account:

1. In LibStaffer, go to Admin > Accounts.
2. On the Accounts page, click on a user's trash can () icon in the Actions column.

3. Select a new owner to inherit the content owned by the user you are removing.
   • This will reassign the ownership of all content created by the account being removed.
4. Check the box to Confirm Delete.
5. Select Delete.

Learn more

• Create and manage LibWizard user accounts