6.4 Resetting Passwords, Archiving Users & Reactivating Users

Managing users over time means handling changes to access, status, and credentials. LAAMP gives Administrators and Coordinators the ability to quickly reset passwords, archive users who are no longer active, and reactivate them if they return.

This page outlines how to perform these actions and best practices to keep your user list accurate and up to date.

Resetting a User’s Password

If a user forgets their password or is locked out:

1. Go to the User List.

2. Search for the user and open their User Profile.

3. Click “Reset Password”.

4. LAAMP will send a new temporary password to the user’s registered email address.

Users will be prompted to choose a new password upon their next login.

Tip: If the user has not received the email, confirm their email address is correct and advise them to check their spam or junk folder.

Archiving a User

If a user has left the organisation, no longer requires training access, or is inactive:

1. Navigate to their User Profile.

2. Click the three-dot menu or use the “Archive User” button (depending on your interface).

3. Confirm the action.

What happens when a user is archived?

• They are removed from active training lists and competency tracking.

• They can no longer log into LAAMP.

• Their training history and records are retained for audit purposes.

• They appear in the Archived Users section if filtering is applied.

Reactivating a User

If a previously archived user returns to the organisation:

1. Go to the User List and enable filters to include archived users.

2. Search for the user and open their profile.

3. Click “Reactivate”.

Once reactivated:

• The user regains access with their previous permissions, roles, and group assignments.

• You may need to resend their login invitation or reset their password.

• Previously completed training will still be visible in their records.

Best Practices

• Use archiving rather than deleting to preserve training history.

• Regularly review your User List to clean up old or duplicate accounts.

• Keep email addresses up to date to avoid missed password reset links.

• Reactivate returning users instead of creating new accounts to maintain continuity in reporting.

In certain situations—such as a policy breach, safety incident, or serious misconduct—users may need to be banned from accessing LAAMP. Banning a user is a stronger action than archiving and includes tracking the reason for the ban within the system.

Who Can Ban a User?

The Ban User action is available to users with one of the following permissions:

• Coordinator

• Administrator

How to Ban a User

1. Navigate to the user’s profile via the User List.

2. Click the three-dot menu (“…”) located next to the Save button.

3. Select “Ban User”.

4. Enter a reason for the ban when prompted (e.g. “Safety breach”, “Terminated employee”).

5. Confirm the action.

What Happens When a User Is Banned?

• The user is immediately archived and can no longer log in to LAAMP.

• Their status is recorded as “Banned” in the system.

• In the Archived User List, banned users will be clearly labelled.

• On the user’s profile, the “Banned” badge appears. Hovering your mouse over this badge reveals the reason entered at the time of banning.

This ensures an auditable and transparent record of why the user was removed from the system.

Important Notes

• Banning a user stays in effect unless reversed manually by a Coordinator or Administrator.

• Banned users retain their full training and competency history, should it be needed for audit or legal purposes.

Best Practices

• Use banning only for serious or policy-based removals.

• For standard departures or offboarding, consider using archive instead.

• Always enter a clear and factual reason—this appears in the user history for internal records.