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. 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 accounts)
• From the User Management page, you can: 
  • View all users in the organization
  • Invite new users to the organization — see ➡️How to Invite Organization Members
  • Edit a user's first and last name
  • Delete (archive) a user when they no longer need access
  • Deactivate and activate users 

  • Change a user’s role – see ➡️ How to Change a User’s Role (coming soon)

    
     

Step-by-Step Instructions

Access the User Management Page

Access the User Management Page

1. Log in to Next as the Organization Owner. 
2. In the top navigation, 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

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

Deactivate a User

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

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
⚠️ IMPORTANT: 

• Archived users move to the archive list and can be viewed there. To view archived users, open the Show dropdown and select Archived.
• Applicants with active applications or awards cannot be archived.
• At this time, archived users cannot be restored.

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.

💡Tip: Applicants can also be archived from the Participant Network page via the trash icon. 
 

Deactivate vs. Archive: What's the Difference?

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

• Deactivate: The account is deactivated but stays in the system. The user will see an "access denied" error if they try to log in. You can find deactivated users by filtering by Status: "Inactive." This action is reversible — you can reactivate a deactivated user at any time.
   
• Archive: The account is removed from the active list entirely. The user will see an "account not found" error if they try to log in. You can find archived users by filtering by "Archived" in the Show dropdown. 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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