In certain scenarios, organizations may need to temporarily suspend a user without permanently deleting their account from the system. This may arise due to temporary project holds, seasonal employment contracts or security-related concerns.
Previously, admins in Genea could only suspend users at the location level, which revoked their physical access but still allowed them to log into the Genea web portal. With the latest enhancement, suspension is now applied at the user level, meaning both web portal and physical access are revoked when a user is suspended.
Note: This feature is available for Enterprise, Building, Multi-Tenant, and Community portals.
What Happens When You Suspend a User?
When you suspend a user in Genea, the following changes occur:
Suspended Access:
Portal Access: The user will no longer be able to log into the Genea portal.
Physical Access: The user will no longer be able to badge into the premises.
Data Retention:
The user's account data, including cards, keys, and attributes, remains intact. Also, the admin can update the user attributes for the suspended users.
The user will continue to be part of any assigned User Groups.
Restrictions:
The user will not receive new emails or visitor invitations.
If a user is actively using the web application at the time of suspension, the portal access and physical access will be revoked immediately.
Important: Suspended user accounts will still be charged at the same rate as active accounts during your billing cycle. To avoid charges, consider deleting accounts that are no longer needed.
How to Suspend a User?
To suspend a user, you must have Full Access to the 'User Management' resource. Without this permission, you won’t be able to suspend users.
Steps to Suspend a User:
Step 1: Search for the user you want to suspend in the Search bar. Navigate to their User Profile.
Step 2: Click the 'Suspend' button on the left side. A pop-up will appear, prompting you to provide a reason for the suspension. Enter the relevant details in the notes section (optional but recommended).
A red banner will appear on the User Profile, indicating the suspension status. Also, the profile picture of the suspended user will display a red crown.
How to Reactivate a Suspended User?
Step 1: Go to the suspended user’s profile. Click on the ‘Activate’ button. A pop-up will appear asking for the reason for reactivation. Enter the reason (Optional but recommended)
Step 2: Click Activate to restore the user's access. The red crown from the user’s profile picture will be removed, and access to the user will be restored.
Audit Log
User suspension and activation logs will be captured in the Audit logs along with the reason provided during suspension and reactivation.
Frequently Asked Questions?
1. What if a user is part of multiple customers and is suspended from one customer?
If the user is part of multiple customers and is suspended from one customer, the respective customer card won't appear on login.
2. Will the user be notified when they are suspended?
No, the system does not send automatic notifications when a user is suspended. However, they will be logged out if they are actively using the portal.
3. Can a suspended user regain access on their own?
No, only an admin with the necessary permissions can reactivate a suspended user.
4. If a user has a pending sync request to Building and is suspended before the request is approved, is it still possible to approve the request?
No, a request of a user with a suspended status cannot be approved.
5. If the user is suspended in Tenant, will it be suspended in Building and vice versa?
Yes, the suspension status is getting synced between the Tenant and the Building.
6. Under a single customer, there are two buildings, and each building has a different tenant. If a user is suspended from one tenant, will it be suspended from the entire customer account?
Yes, suspension will now be applied at the User level instead of the Location level. This means that suspending a user under one tenant will result in their suspension across all buildings it is part of.