The four statuses
| Status | Can log in? | Platform access | When to use |
|---|---|---|---|
| Active | Yes | Full access to all permitted features | This is the normal state for participating members. |
| Unapproved | Depends on config | Limited — may see a “pending approval” screen | New registrations awaiting admin review. Automatically set when Status After Register is Unapproved. |
| Inactive | Yes, but prompted to reactivate | Restricted — prompted to update profile or renew | Members who’ve lapsed, are on a break, or haven’t renewed. Non-punitive. |
| Suspended | No | Blocked completely | Disciplinary action. The member did something wrong. This locks them out immediately. |
How statuses change
Statuses change either automatically (during registration) or manually (by an admin). Here’s the full picture:Automatic changes
| Event | Status change |
|---|---|
| New user registers (Status After Register = Active) | → Active |
| New user registers (Status After Register = Unapproved) | → Unapproved |
| Admin approves unapproved user | Unapproved → Active |
| Adhesion application approved | May change to Active (depends on adhesion settings) |
| User resigns and admin approves | May change to Inactive (if member chose “Close my account”) |
Manual changes
Admins can change any user’s status at any time. This is how you handle:- Approving new registrations (Unapproved → Active)
- Lapsed memberships (Active → Inactive)
- Disciplinary action (Active → Suspended)
- Reinstating a member (Inactive/Suspended → Active)
How to change a user’s status
Find the user
Go to the member directory and search for the user, or navigate directly to their profile.
Only users with HR Tenant or Admin Tenant permissions can change member statuses.
Configuring the default status for new members
When someone registers, what status do they get? This is one of the first things to configure. Go to Settings → Users & Profiles → Configuration → Status After Register.
| Setting | What happens | Best for |
|---|---|---|
| Active | Members can use the platform immediately after registering | Open communities, social clubs, hobby groups — where you want zero friction |
| Unapproved | Members see a “pending” screen until an admin approves them | Organizations that need to vet new members but don’t need a full application process |
| Inactive | Members are registered but can’t do much until activated | Pre-launch setups, seasonal organizations collecting registrations before a start date |
Statuses on a profile
A user’s status appears as a colored badge on their profile page:
Common scenarios
Member can't log in — what do I check first?
Member can't log in — what do I check first?
Go to their profile → Edit → Permissions tab. Check the Status dropdown.
- Suspended: They’re locked out. Was this intentional? If not, change to Active.
- Unapproved: They never got approved after registration. Approve them by changing to Active.
- Inactive: They can technically log in but may see a reactivation prompt. Change to Active if they should be participating.
A member needs to be suspended for misconduct
A member needs to be suspended for misconduct
- Go to their profile → Edit → Permissions tab
- Change Status to Suspended
- Save — they’re immediately locked out
A lapsed member wants to come back
A lapsed member wants to come back
If they were set to Inactive: Go to their profile → Edit → Permissions → change to Active.If their account was deleted: It can’t be restored. They’ll need to register again.If they resigned and it was processed: Their account may still exist (resignation doesn’t delete data). Change their status back to Active.
I have 200 new registrations to approve
I have 200 new registrations to approve
If you’re using Unapproved status and getting overwhelmed, consider:
- Switching to Active as the default (if you trust your registration process)
- Using Adhesion instead, which has bulk management tools
- Asking another admin to help — anyone with HR Tenant or Admin Tenant permissions can approve users
What's the difference between Inactive and Suspended?
What's the difference between Inactive and Suspended?
Inactive is non-punitive. The member stepped away, their membership lapsed, or they’re taking a break. They can still log in and may be prompted to reactivate.Suspended is punitive. The member violated rules or needs to be blocked. They cannot log in at all. Think of it as “banned.”Use Inactive for natural departures, Suspended for enforcement.
What happens to a member's data when I change their status?
What happens to a member's data when I change their status?
Nothing. Status changes don’t affect data. Their profile, activity history, roles, and everything else stays exactly the same. Status only controls access.To remove data, the member must delete their account. To formally record a departure, use resignation.
How statuses connect to other features
| Feature | How it interacts with statuses |
|---|---|
| Adhesion | Approved applications can auto-change status to Active |
| Resignation | Approved resignations can set status to Inactive (if member chose “Close my account”) |
| Account Deletion | Removes the account entirely — status no longer applies |
| Registration Form | Status After Register determines initial status |
| User Types & Roles | Roles and permissions still exist regardless of status, but Suspended/Inactive users can’t exercise them |
Related
- Resignation — Formal departure with reason tracking
- Account Deletion — Permanent data removal
- Adhesion — Application-based membership approval
- Permissions — Who can change statuses and other access control