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Status is the field that decides whether a member can sign in. Only Active members can. Every other status stops the login, hides the profile from the member directory and ends the member’s role assignments. If someone reports an access problem, status is the first field to check. Built for organisations that need lapsed, pending and blocked members to behave differently. Replaces the “archived” column in a spreadsheet that nothing actually enforces. The status field is on the Permissions tab of a member’s edit page (Members → open a member → Edit → Permissions). Status field set to Active at the top of the Permissions tab of a member edit page, beside the Record the resignation of this member button

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The statuses

Three statuses always exist. The rest are switched on per organisation (see Turning on the extra statuses). Three more statuses exist but are never chosen by hand:
Only Active permits a sign-in. Inactive, Waiting list, Excluded, Unreachable, Helping hands and Contributor all block it, exactly as Suspended does. If you use one of the descriptive statuses as a filing label on a member who still needs to sign in, they will be locked out.

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What a status change actually does

The date of the most recent change is stored on the member automatically, so “when did this member go inactive” is answerable without an audit trail.

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Who can change a status

Status is edited through the admin edit endpoint, which requires HR_LOCAL over that member’s local group; HR_TENANT and ADMIN_TENANT cover every local group. Turning off Allow Local Admins to Modify User Permissions (Settings → Users & Profiles → Configuration) leaves only HR_TENANT and ADMIN_TENANT, and local admins are refused with “Only tenant administrators can modify user status.” Members have one self-service route: Close account on their Settings & Privacy → Close account page sets them to Inactive. See Deletion of account.

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Where a new member’s status comes from

Self-registration creates the account as Unconfirmed email; once the member clicks the verification code or link it becomes, in this order, Waiting list if the registration waitlist is on and they chose a local center, else Awaiting referral if the referral programme requires referrals, else New request (UNAPPROVED) if Manual Approval is on, else Active. Accounts created by an administrator use Default Status for Admin-Created Users instead, which offers Active, Inactive, Unapproved, Waiting list, Suspended and Excluded. These settings all live under Settings → Users & Profiles → Configuration:

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Approving new members

With Manual Approval on, the member directory grows a New requests button showing the count awaiting approval. Each row has two inline actions, Approve (sets Active) and Add to waiting list (parks them on Waiting list), both needing the same permission as any other status change.
If you want an application process with a form, documents and a review record rather than a plain approve or reject, use Adhesion instead. New request is a gate, not a workflow.

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Reactivation from the login screen

With Allow Account Reactivation on (the default), an Inactive member who tries to sign in is offered a reactivation prompt instead of a flat refusal. Accepting puts them on New request and emails your administrators, who approve them like any other pending member: deliberately the same review a new registration gets, not a jump back to Active. With the setting off, they are told to contact support and an administrator changes the status by hand.

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Turning on the extra statuses

Waiting list, Excluded, Unreachable, Helping hands and Contributor are off by default, switched on under Settings → All Modules → Extra User Statuses (ADMIN_TENANT). Suspended is on out of the box. Only the statuses you switch on appear in the status dropdown and in the member directory’s status filter.
The Statuses screen under Settings → Contacts is a different feature. Those are contact statuses (your own labels for people in the CRM, with a colour and an ordering) and they do not apply to members. See Contacts.

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Common questions

For access, nothing: both block the login and cut open sessions. The difference is what they mean and what they allow next.Inactive is where a member lands by lapsing or by closing their own account. It is the only status the reactivation prompt works with, so it is the one to use when you expect the person back. Suspended is an administrator blocking someone, and the only way out of it is an administrator changing the status by hand.Use Excluded rather than Suspended when the departure is permanent and you want your records to say so. The access effect is identical.
No profile data is removed by an ordinary status change. Role assignments are the exception: every open role is end-dated, and the rows stay in the member’s history with a closed date rather than disappearing. Reinstating someone does not reopen them, so check the Roles tab after any reinstatement.Deletion is the one status that does remove things. See Deletion of account for exactly what it clears.
Expected: a non-Active profile is only reachable by an admin with HR access over their local group. Ordinary members get a refusal, which is usually what an exclusion is meant to achieve.If an Active member’s profile is unreachable, that is privacy rather than status, see Privacy settings.
Only Inactive, Suspended, Excluded and Deleted cut open sessions immediately. Waiting list, Unreachable, Helping hands, Contributor and New request block the next sign-in but leave the current session running until its token expires.So the descriptive statuses are filing labels with a delayed effect, not an eject button. If you need someone out now, use Suspended or Inactive.
That message comes from Allow Local Admins to Modify User Permissions being off, under Settings → Users & Profiles → Configuration. With it off, only HR_TENANT and ADMIN_TENANT can change any status, including approving new registrations and parking someone on the waiting list.Either turn the setting back on, or handle status changes centrally. There is no middle setting that allows approvals but blocks other status changes.A different message (“Access Denied”) usually means the admin lacks HR_LOCAL over that member’s local group, which is a separate check that applies even when the setting is on.
The dropdown is built from what your organization has switched on.
  • Waiting list, Suspended, Excluded, Unreachable, Helping hands and Contributor each appear only when that status is enabled under Settings → All Modules → Extra User Statuses. Suspended is on out of the box, the rest are not.
  • New request appears only while Manual Approval is on.
  • Awaiting referral and Deleted are never offered: the referral programme and the Delete account action set them.
  • Unconfirmed email appears only while the member is already in it. Once you move them to something else you cannot put them back; resend the verification instead.
Send Welcome Message fires on every transition into Active, not only at registration, and it is on by default. Reinstating a lapsed member, approving a New request and bulk-activating an imported list all trigger it.Turn it off under Settings → Users & Profiles → Configuration before a bulk reactivation, then turn it back on.
Then status is not the cause. The sign-in refusal names the status it rejected, so an Active member being refused means the block is somewhere else: an unset password, an unverified email address, multi-factor authentication, or a gate the app applies after the login succeeds.Work through Troubleshooting member access.
Closing sets them to Inactive and signs them out at once. Their profile data, history and role records stay, with the roles end-dated.If Allow Account Reactivation is on, they can start the return themselves from the login screen: accepting the prompt moves them to New request and emails your administrators, who approve them like any other pending member. Those admin emails are the local center’s admins when local centers are active, and your tenant admins otherwise, and they are silenced along with the rest of New Member Admin Notification if you have that system email switched off.Notify Admins on Account Deactivation only covers closures a member performs themselves. Setting someone to Inactive from the admin side does not send it, on the assumption that the admin doing it already knows.