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Bulk User Disable and Process

Bulk User Disable and Process is a two-step workflow for disabling user accounts in batch using a simple one-column CSV file.

This workflow is commonly used for end-of-year cleanup, graduating students, or large-scale status corrections when users leave the district.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Bulk User Disable​

Think of bulk user disable as mass account deactivation - you provide a list of user IDs, upload it, and process it to disable hundreds of user accounts at once without manual one-by-one deactivation.

What this utility does:

  • Uploads a disable list into a staging area
  • Processes the list and disables matching users
  • Marks users as inactive (preserves historical data)
  • Provides a delete option if the wrong file is uploaded

When to use:

  • End of school year (graduating seniors, transferred students)
  • Staff departures in batch
  • Cleanup of old test accounts
  • District-wide status corrections

When NOT to use:

  • Deleting users permanently (this only disables, doesn't delete)
  • Disabling single users (use manual user edit)
  • When automated "Mark Missing Students as Inactive" is configured

Important: Disabling users marks them inactive but preserves all historical data (checkouts, incidents, invoices). Disabled users can be manually reactivated if needed.

The Two-Step Workflow​

Step 1: Upload the Disable CSV​

Upload prepares the file for processing but does not disable users yet.

How to upload:

  1. Navigate to Settings → System Utilities
  2. Locate Bulk User Disable
  3. Prepare your one-column CSV with a header
  4. Upload the CSV using the upload area

What happens:

  • File is validated for format
  • CSV is staged in system for processing
  • No users are disabled yet

Step 2: Process the Disable CSV​

Process applies the disable action to users in the CSV.

How to process:

  1. Locate Bulk Disable Process
  2. Confirm the system shows a file is present
  3. Click Process Bulk Disable
  4. Wait for processing to complete
  5. Verify users were disabled

What happens:

  • CSV is read and parsed
  • Matching users are marked as inactive
  • Users lose login access (if applicable)
  • Licenses are freed up (for students)
  • Historical data is preserved

CSV Requirements​

Format Requirements​

Your CSV must be:

  • Single-column (only user IDs, no other data)
  • Includes a header row (column name, e.g., "User ID" or "Local ID")
  • Contains local ID values only (as used by your environment)

Example CSV:

User ID
12345
12346
12347
12348

What local ID means: The user identifier your district uses (student ID, staff ID, employee number, etc.). Must match exactly how users are identified in Manage1to1.

Before You Upload​

Checklist:

  • ✓ Verify user IDs match format used in Manage1to1
  • ✓ Confirm CSV has exactly one column (plus header)
  • ✓ Remove any extra columns or data
  • ✓ Ensure header row is present
  • ✓ Ensure file is saved as CSV (not Excel .xlsx)

Common mistakes to avoid:

  • Multiple columns (only one column allowed)
  • Missing header row
  • User IDs that don't match existing users
  • Extra data or formatting

Verification Steps​

After processing, confirm users were disabled correctly.

What to check:

  • A sample set of targeted users are disabled
  • Users not included in the file remain active
  • Disabled users cannot log in (if applicable)
  • Disabled users freed up licenses (for students)
  • Historical data for disabled users still exists

Recommended verification:

  1. Run user report showing recently disabled users
  2. Check 5-10 user records manually
  3. Verify active user count decreased appropriately
  4. Confirm users not in CSV remain active
  5. Test that disabled users cannot log in (if applicable)

If problems found:

  • Review CSV for ID format errors
  • Check that user IDs matched existing users
  • Verify only one column in CSV
  • Contact Manage1to1 Support if disable results are unexpected

Best Practices​

✅ Do:

  • Test with small CSV (5-10 users) before processing full file
  • Verify user IDs match exactly
  • Keep backup of CSV for reference
  • Coordinate timing with end of school year or term
  • Review list carefully before processing (disabling is not easily undone)

❌ Don't:

  • Process without reviewing uploaded file first
  • Include active users you want to keep
  • Upload multi-column CSV
  • Process same file multiple times
  • Disable users mid-year without understanding impact

Common Questions​

Q: Does this delete users or just disable them? Just disables. Users are marked inactive but all historical data (checkouts, incidents, invoices) is preserved. Users can be manually reactivated if needed.

Q: What happens to devices checked out to disabled users? Depends on configuration. Typically, checked-out devices remain assigned. Check-in may be required before disabling, or devices may need to be manually checked in afterward.

Q: Will disabled users free up licenses? Yes, for students. Staff users don't count against licenses, but disabled students free up licenses for new students.

Q: Can I upload multiple CSV files before processing? No. Only one CSV can be staged at a time. Process or delete the current file before uploading another.

Q: How long does processing take? Depends on file size. Small files (100 users): seconds. Large files (2000+ users): 1-2 minutes.

Q: What if a user ID in the CSV doesn't exist? That user ID will be skipped. Other valid user IDs in the CSV will still be processed.

Q: Can I re-enable disabled users later? Yes. Disabled users can be manually reactivated by editing the user record and changing status back to active.

Bulk User Disable and Process provides efficient mass account deactivation for end-of-year cleanups, graduating students, and large-scale status corrections without manual one-by-one user editing.

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