Contents

• Overview
• What is the User Management Page?
• Step-by-Step Instructions
  • Access the User Management Page
    • User Management Page Overview
  • Edit a User's Name
  • Deactivate a User
  • Activate a User
  • Delete (Archive) a User
• Deactivate vs. Delete (Archive): What's the Difference?
• Related Articles
   

Overview

This step-by-step guide shows Organization Owners how to manager users in their organization using the User Management page, including how to edit, archive (delete), deactivate, and activate users.
 

What is the User Management Page? 

The User Management page gives Organization Owners a single place to manage all users in their organization, including organization owners, organization members, and applicants. 

• Who Can Manage Organization Users?
  • Organization Owners
  • Client Admins (for Partner-managed organizations)
• From the User Management page, you can: 
  • View all users in the organization, including applicants (participants) and administrators
  • Invite new users: See➡️How to Invite Organization Members
  • Change a user’s role: See ➡️ How to Change a User’s Role (coming soon)
  • Edit a user's name: Update the first and last name tied to a user's login account
  • Deactivate a user: Block a user's access without removing their account; you can reactivate them at any time
  • Activate a user: Restore access for a deactivated user 
  • Delete (archive) a user: Soft-delete a user's account; from the user's perspective, their account no longer exists, but as an admin, you can still view it in the archive. Currently, this action cannot be reversed.

Step-by-Step Instructions

Access the User Management Page

1. Log in to Next as the Organization Owner or Client Admin (Partner organizations). 
    
2. In the top menu, click More, and select User Management.

User Management Page Overview

The User Management page displays all users in a searchable table with the following columns:

a. Name: The user's first and last name
b. Email: The user's email address
c. Organization Role: The user's role (Owner, Member, or Applicant)
d. # of Programs: The number of programs the user is associated with
e. Status: The user’s current status (Active, Inactive, Invited) 
f. Actions: The dropdown menu for taking action on a user. Available actions vary by user type and status  (Update User, Resend Invitation, Delete, Change Roles, Deactivate, Activate)
g. Invite: Invite new users to the organization. See ➡️How to Invite Organization Members

Use the Search bar to find a specific user by name or email. Use the Show dropdown to filter the user list by:

• All: See all users 
• Archived: See deleted users
• Role: Organization Owner, Organization Member, Applicant, or Client Admin
• Status: Active, Invited, or Inactive
  
  

Edit a User's Name

Follow these steps to update the first and last name tied to a user's login account:

 📌Note: This is separate from the first and last name an applicant includes in their profile form, which may be different. 
 

1. Locate the user you want to edit.
    
2. Click the Actions menu (⋯) next to their name.
   
   
    
3. Select Update User.
   
   
    
4. Enter the user's First Name and/or Last Name, then click Save.
   
   

➜ What happens after a user's name is edited: The name tied to the user’s account is updated. This is the name that appears in the upper-right corner of the screen when a user is logged into their account. 
 

Deactivate a User

Follow these steps to block a user's access without removing their account: 

1. Find the user you want to deactivate.
    
2. Click the Actions menu (⋯) next to their name.
   
   
    
3. Select Deactivate.
   
   
    
4. A confirmation message appears in the bottom-left of the screen: “Member Deactivated” 

➜ What happens after a user is deactivated: The user's status updates to “Inactive.” If they try to log in to their account, they’ll see an “access denied” error. They stay visible in the user list and can be reactivated at any time.
 

Activate a User

Follow these steps to restore access for a user who has been deactivated: 

1. Find the deactivated user you want to reactivate (💡Tip: To find deactivated users, filter by Status: Inactive in the Show dropdown).
    
2. Click the Actions menu (⋯) next to their name.
   
   
    
3. Select Activate.
   
   
    
4. A confirmation message appears in the bottom-left corner of the screen: “Member activated.”

➜ What happens after a user is activated: The user's status updates to “Active.” They regain access to their account and permissions. 
 

Delete (Archive) a User

📌Note: A user account is what someone uses to log in to Next. This is separate from their profile, which participants create and verify when applying to opportunities. To remove a profile without affecting a user's account, see ➡️ Archive a Profile in Participant Network (coming soon).

When you delete a user's account, their access to Next is removed. From the user's perspective, their account no longer exists — if they try to log in, the system will not find their account. As an admin, the account is "soft-deleted" and can still be viewed in the archive by opening the Show dropdown and selecting "Archived."

⚠️ IMPORTANT: 

• Applicants with applications or awards cannot be archived.
• Archiving an applicant user account also archives their profile in the Participant Network and removes them from any organization profiles they are associated with (if applicable).
• At this time, you cannot restore archived users.

Follow these steps to delete a user's account: 

1. Find the user you want to delete (archive).
    
2. Click the Actions menu (⋯) next to their name.
   
   
    
3. Select Delete.
   
   
    
4. In the confirmation pop-up, click Delete. 
   
   
    
5. A confirmation message appears in the bottom-left of the screen: “[name] has been deleted successfully.” 

➜ What happens after a user is deleted (archived): The user is removed from the active user list and their account is archived. If they try to log in to their account, the system will show an error message that it cannot find the account.
 

Deactivate vs. Delete (Archive): What's the Difference?

Both actions block a user's access to Next, but they work differently:

• Deactivate: 
  • The user is blocked from accessing their account, but the account stays in the system as "inactive" — the user will see an "access denied" error if they try to log in. 
  • As an admin, you can view deactivated users — open the Show dropdown and filter by Status: "Inactive." 
  • This action is reversible — you can reactivate a deactivated user at any time. 
     
• Delete (Archive): 
  • The account is "soft-deleted" and archived in the system. From the user's perspective, their account no longer exists — if they try to log in, they will see a "couldn't find your account" error message.
  • As an admin, you can view archived users — open the Show dropdown and select "Archived." 
  • This action is not reversible — archived users cannot be restored at this time.

Related Articles

➡️How to Invite Organization Members 
➡️Understanding Member Types: Roles & Permissions

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