The User Account Lifecycle in Grado follows a structured process that ensures every user has secure, appropriate access throughout their time in the system.
This page summarizes all major steps — from creation to deactivation — and links to the relevant Knowledgebase articles.
| Stage | Description | Related Article |
|---|---|---|
| 1. Account Creation | Adding users to Grado for the first time. Accounts may be created manually or through bulk upload, depending on user type (Student, Faculty, Admin). | Creating New User Accounts |
| 2. Editing User Information | Updating user details such as name, email, role, or department. Changes apply immediately once saved and propagate across modules. | Editing User Accounts |
| 3. Blocking or Login Restrictions | Temporarily disables user access due to admin action, failed logins, inactive student status, or AY rollover. | User Account Blocking and Login Restrictions |
| 4. Password Reset or Unlock | Allows users to regain access after forgetting credentials or triggering lockouts. Includes admin reset and automatic unlock options. | Resetting Passwords and Unlocking Accounts |
| 5. Auto-Lock and Account Archiving | When a user permanently leaves the school or no longer requires system access, their account is set to INACTIVE and locked to preserve all records. If permitted by the school, the account may be reactivated (set to ACTIVE) to allow the user to log in and view their records. |
Deactivating or Locking Archived Accounts |
Each stage is managed through the Setup > User Account Management or People modules, depending on user type.
All actions preserve system data integrity and audit history.
Always verify identity before editing or resetting an account.
Archive rather than delete to preserve academic and transaction history.
Confirm student or faculty records are consistent with registrar data.
Use unique usernames or verified emails for all accounts.
Review user lists before every academic term rollover.
💡 Tip: For access-level configuration (what users can see or do), see User Access Management (Overview) article.
User Accounts Management covers the full lifecycle of a Grado user — from creation to access restoration.
Each stage keeps the system secure, records intact, and access rights properly aligned with user roles and responsibilities.
