SchoolPost: Understanding and Managing "Pending Delete" Accounts
The "Pending Delete" status is a temporary state for user accounts that are no longer actively study with the school, typically due to leaving or graduation. This status ensures a secure and clean user list while providing a necessary grace period for continued access.
What "Pending Delete" Means
A user account set to Pending Delete has the following characteristics:
Status: The account technically remains Active in the system.
Group Exclusion: The account is automatically excluded from all automated, bulk, or custom groups (e.g., year groups, custom groups, gender lists). This means they will not receive routine communications sent to these groups.
Individual Access: The user can still access their inbox and can only receive new messages if they are individually added to a specific communication or publication.
Purpose: This status is useful for users (like graduating students) who may need temporary access to their account or essential communications after their official departure date (e.g., waiting for university to start) but who should no longer be included in standard school communications.
Action Required: Review and Deletion
The Pending Delete section must be actively reviewed and managed by school staff to maintain data hygiene and security.
Origin: Users appear in the Pending Delete section because their records indicate they are no longer actively attending the school (based on data from the MIS).
Required Action: The accounts in this section are not automatically deleted. They can only be permanently deleted by a staff member with the necessary permissions (e.g., you).
Recommendation: We recommend reviewing the Pending Delete section regularly (at least every few months). This ensures that users who should no longer have any access are permanently removed, promoting good data hygiene.
Example Scenario:
If a student like Lara left a year ago, their account should be permanently deleted from the system, as the purpose of the temporary "Pending Delete" status has been fulfilled.
If a student like Lanny recently finished, it is correct for them to be present in the Pending Delete section, pending the next scheduled review and final deletion.