User is Inactive but Still Shows Up as a Resource

Just because the User was marked Inactive, does not mean that the Resource will not appear in Reporting or Task Assignments - this video makes sure that you remember to uncheck the Project Resource role in their Profile, too.

Transcript:

Welcome back to Project Insight. In today's video, we will be discussing a common problem that users encounter: a user being inactive but still showing up as a resource when adding them to an item. We will use this edit task as an example.

First, go to the resources, and you will see that we have this inactive user. In this example, this user is named "Inactive User," but in a real-world scenario, it could look like any other user.

You can see that we can assign this inactive user to this task, even though the user is inactive. By going to the resources of the project and accessing the inactive user's profile, we can confirm that they are, in fact, inactive. The reason that the inactive user is showing up as a resource is that the user is still assigned to the project resource system role. This role will not be unassigned when deactivating a user. This is by design, as some users may want to be inactive, meaning they won't be able to sign in, but project managers still want the ability to assign them items.

If you do not want a deactivated user to be listed as a project resource, make sure to go to system roles, scroll down to team member roles, and uncheck the project resource role. Click "Save," and this user should no longer be listed as a resource when assigning them to items.

To check for inactive resources, navigate to your My Insight menu, go to Admin, and click on Users. You will see a list of all users, with a slider that, when checked, includes inactive users in your user list. If I uncheck this, we can see that the inactive user no longer appears. However, if it's checked, then the inactive user does appear.

In summary, if a user is inactive but still shows up as a resource, it's because they still have the project resource system role. To change this, go into their profile, edit their system roles, and uncheck the project resource role. To check for inactive users, navigate to the users list under administration and ensure that the "Include Not Active" slider is checked.