Edit, deactivate and restore members

This page explains how admins maintain member accounts over time: correct their information, change their role or manager, handle departures and bring people back.

Before you start

If your company's members are synchronised from an HRIS, all these actions are made in the HRIS, not in OpenAleph (see Integrations).

Edit a member

You have two entry points.

From the Members list (general information and access level)

1. Go to Company › People › Members.
2. Click the pencil icon at the end of the member's row. The Profile details window opens.
3. Under General information, change First name, Last name, Email, Company employee UID, Manager, Birth date, Gender or Language.
4. Under Access level, change the member's role if needed (admins only: for a scoped admin, the window has no Access level part and the Manager field is greyed out).
5. Click Save (it becomes available as soon as something changed). The message "Settings have been updated." confirms it.

From the profile (all sections)

1. Open the member's profile (click their row in the Members list).
2. On the Information tab, select a section (General, Personal information, Employment information or a custom section).
3. Click Edit, change the fields, then Save.

Use this second way for everything that is not in the general information: job title, hire date, end date, department and other organisation units, work location, contract type, level, personal details and custom attributes.

Change the access level

The access level decides what the member can see and do in OpenAleph. Only admins can change it.

1. Open the Profile details window (pencil icon in the Members list, or Edit on the General section of the profile).
2. In Access level, pick the new level. A short text describes it (for example "Access limited to own profile", "Access limited to own profile and direct and extended team (N-X)", "Access to all members").
3. For Scoped admin, define the members they administrate in the Scope tab: Include rules (by attribute or manager, or Include everyone) and Exclude rules, added with Add scope. Check the resulting list in Preview members. See Scoped admins and perimeters.
4. Click Save.

To change the level of many members at once, select them in the Members list and click Manage access levels.

Rules to know:

• A member who still manages people cannot be set to Employee. Reassign their team first.
• The Super admin level can't be given from the app. Super admins see it in the list, but saving it is refused ("access_level super_admin cannot be assigned").
• When a scoped admin gets another level, their scope is deleted. If they become scoped admin again later, the scope must be defined again.

Details on each level and on scopes are in Access levels.

Change the manager

1. Open the Profile details window and choose the new person in Manager (only members with the Manager level or above are listed; the member themselves is excluded). To remove the manager, clear the field.
2. Click Save.

The new manager receives an email "New team member assigned to you". The member moves to the new manager's My team and to their place in the Organization Chart. The change is logged in the profile history.

Deactivate members

Deactivate a member when they leave the company or should no longer access OpenAleph. Members are never deleted: deactivation keeps all their data.

1. Go to Company › People › Members.
2. Tick the members to deactivate.
3. Click Deactivate selected members. The Deactivate members window opens and shows the Selected members, with the reminder "Selected members will no longer have access to OpenAleph. Their informations won't be deleted: you can reactivate them later."
4. Optionally, under Add departure date, pick their Departure date.
5. Click Deactivate. The message "Users deactivated successfully." confirms it.

What happens:

Restore a deactivated member

1. On the Members page, open the more options menu (three dots) and click View deactivated members.
2. The Deactivated members window ("These members can no longer access their OpenAleph accounts. Their email addresses cannot be assigned to other members.") lists them with the Deactivated on date and the Departure date. Use the search bar if needed.
3. Click the Restore member icon on the member's row. The message "User has been reactivated successfully." confirms it.

What happens:

• The member is active again and can log in with their existing account.
• Their former manager is restored, if that person is still active and still a manager.
• The people who reported to them come back under them, unless they have been given another manager in the meantime.
• Their end date is cleared.

Deactivation and restoration are both recorded in the member's profile history (status, end date and manager changes).

Common questions

Can I permanently delete a member?

No. OpenAleph only deactivates members, so that their history (interviews, reviews, trainings) stays consistent.

I don't see Deactivate selected members or View deactivated members.

These actions are reserved for admins and super admins, and hidden when your members come from an HRIS synchronisation.

"cannot be set to employee while this user still manages other members"

The member still has direct reports. Give their team another manager first (select the team, Manage attributes › Manager), then change the access level.

The team of a deactivated manager has no manager any more.

That is expected. Select those members in the Members list and use Manage attributes to assign their new manager.

A deactivated member needs to access OpenAleph for a few more days.

Restore them, then deactivate them again later with the right departure date.