Activating & Deactivating Students

A student's account status in Nimbu controls whether they can access the platform at all. Active students can log in and engage with their training; inactive students cannot. Managing this status allows administrators to suspend access when needed, for example, when a student withdraws, takes an extended leave, or when an account was created in error - while preserving their enrolment records and compliance history for reporting purposes.

What's Covered in This Article

This article explains how student account status works and how to manage it.

• Active vs. Inactive Status: What each status means and how it affects a student's access.
• When to Deactivate a Student: Appropriate reasons for suspending a student's account.
• How to Deactivate a Student: Step-by-step instructions for setting a student to inactive.
• Re-activating a Student: Restoring access to a previously deactivated account.
• Impact on Enrolments: What happens to class enrolments, progress, and reporting when status changes.

Who can do this: Administrators with User Management permissions can activate and deactivate student accounts.

Active vs. Inactive Status

Every student profile in Nimbu carries one of two account statuses:

A student account begins as Inactive when first created and transitions to Active once the student completes their first login. From that point, the status remains Active unless an administrator manually sets it to Inactive.

When to Deactivate a Student

Deactivating a student is appropriate in the following circumstances:

• Withdrawal: The student has formally withdrawn from their course or training agreement.
• Extended leave: The student will not be accessing the platform for a significant period and you want to prevent unauthorised access to their account.
• Incorrect enrolment: The student was added to the system in error and should not have an active account.
• Non-commencement: The student never began their training and is no longer expected to do so.
• Account security: You need to suspend access promptly, for example, following a reported account compromise.

Important: Deactivating a student does not delete their account or remove them from class enrolments. Their progress, results, and submission history are fully retained. Use deactivation rather than deletion to preserve your compliance and AVETMISS reporting records.

How to Deactivate a Student

1. Navigate to the Student Registry and locate the student's profile.
2. Open the profile by clicking the student's name. The profile opens on the Profile tab, showing the student's Student Information fields: First Name, Last Name, USI Number, Phone, and Email.
3. Click the kebab menu (⋮) in the top-right corner of the profile, next to the Update button.
4. Select Deactivate from the dropdown.
5. Confirm the action when prompted.

The student's access is revoked immediately. The Deactivate option in the kebab menu will change to Activate, confirming the account is now inactive.

Tip: If you need to record the reason for deactivation, use the Admin Notes field on the student's profile before saving the status change.

Re-activating a Student

If a deactivated student needs to regain access, for example, after returning from leave or following the resolution of an administrative issue you can restore their account at any time.

1. Navigate to the Student Registry and locate the student's profile.
2. Open the profile by clicking the student's name.
3. Click the kebab menu (⋮) in the top-right corner of the profile.
4. Select Activate from the dropdown.
5. Confirm the action when prompted.

The student can log in immediately using their existing credentials. No new invitation email is sent automatically if the student no longer has their login details, use the password reset function to send them a new set of credentials.

Note: Re-activating a student restores their account access only. Review the student's class enrolments after re-activating to confirm their access to classes and content is as expected.

Impact on Enrolments

Changing a student's account status affects their access to the platform, but does not automatically alter their class enrolment records. It is important to understand what is and is not affected.

What changes when a student is deactivated:

• The student cannot log in or access any content, classes, or results.
• The student will not receive automated system emails (such as due date reminders or result notifications) while inactive, as they cannot access the platform to act on them.
• The student's enrolment status in AVETMISS reporting reflects their Inactive state.

What does not change:

• The student remains enrolled in all classes they were enrolled in prior to deactivation. Their enrolment records are preserved.
• All progress data, assessment submissions, results, and marking history are retained in full.
• The student continues to appear in class rosters and trainer views — trainers can still review their progress and marking history.
• AVETMISS enrolment and unit records remain intact for compliance reporting.

Re-activation and enrolment access:

When a student is re-activated, they regain the ability to log in but their access to individual classes depends on the status of those classes and their enrolments. Check the following after re-activating:

• Class status: Confirm the class is still Active. If the class has been deactivated while the student was inactive, the student will not be able to access it even with an active account.
• Enrolment locks: If the student's enrolment in a unit was locked separately (for example, by a trainer during the inactive period), that lock will need to be removed manually. See Managing Student Enrolments for instructions.
• Content activation: If trainer-activated assessments or observations lapsed during the inactive period, the trainer may need to re-activate them for the student.

Related Articles

• What is a Student?
• Managing Users (Settings)