This guide helps an administrator in the Smart Way LMS platform choose the right action: temporarily or permanently remove access to the Academy, or fully delete an employee from the platform.
When should you remove Academy access, and when should you delete an employee?
There are two different scenarios:
| Situation | What to do |
|---|---|
| The employee should no longer study in the Academy, but must remain in the employee list | Untick "Provide access to the Academy". |
| The employee is needed for other tasks, such as preserving history or psychological testing, but should not log in to the Academy | Untick "Provide access to the Academy". |
| The employee has left the company or their record is no longer needed in Smart Way | Fully delete the employee. |
| You are not sure whether the employee's data may be needed in the future | Remove Academy access first. Use full deletion only when the record is definitely no longer needed. |
How to remove Academy access without deleting an employee?
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Go to "Employees".
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Find the employee using "Search by full name", "Search by position" or "Search by department".
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Select the employee row to open their card.
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In the "Edit" window, find "Provide access to the Academy".
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Untick this option.
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Select "Save".
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Check that the employee remains in the list.
After saving, the employee does not disappear from "Employees". Only their access to the Academy is removed.
What happens after "Provide access to the Academy" is unticked?
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the employee remains in the employee list;
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their name, email, phone number, department, position and notes remain in the card;
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the account used to log in to the Academy is removed from the authorisation server;
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the employee can no longer log in to the Academy;
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the employee is no longer considered an active Academy user;
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the employee's learning rating and learning time in the Academy are removed from active learning reports.
This option is suitable when you need to block access to learning but keep the person in the main employee list. It can also be useful if the person’s data may be needed for other HR processes, such as candidate testing or further work with interaction history.
Can Academy access be restored?
Yes. If the employee needs to study again:
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Go to "Employees".
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Open the employee's card.
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Turn on "Provide access to the Academy".
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Select "Save".
After access is granted again, Smart Way will create a new account for the employee to log in to the Academy and send the login details to their email address.
How to fully delete an employee?
Use full deletion only when the employee is no longer needed in Smart Way.
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Go to "Employees".
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Find the employee.
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In the employee row, open the actions menu (three dots at the end of the row).
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Select "Delete".
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Read the warning carefully in the confirmation window.
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If you are sure, select "Delete".
Before confirmation, the LMS platform shows the warning: "Are you sure? All data will be deleted without the possibility of recovery."
What happens after an employee is fully deleted?
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the employee disappears from the employee list;
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the employee card is deleted;
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the account used to log in to the Academy is removed from the authorisation server;
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the learning rating and learning time in Academy reports are deleted;
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local records of learning tests and answers linked to this employee are cleared;
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the employee is no longer displayed as an active learning participant in Academy reports.
What happens to the employee's reports and history?
The behaviour depends on the action you choose.
| Action | What happens to reports |
|---|---|
| Untick "Provide access to the Academy" | The employee is no longer counted as an active Academy user; some historical data may remain in other reports if the employee record itself has not been deleted. |
| Fully delete the employee | Linked learning records and working reports are cleared; the employee should no longer appear in reports as an active or available user. |
If you need to keep the ability to find the person quickly in the employee list, do not use full deletion. Remove Academy access instead.
When can deletion be unavailable?
An administrator cannot be deleted from the employee list: the delete button will be unavailable. If you need to delete an administrator, do it on the "Company" page in the "Administrators" block by selecting the bin icon in the row of the administrator you want to delete. If the company account has only one administrator, their delete button will be unavailable. Add a new administrator first.
Common situations
The employee should temporarily stop training
Remove Academy access. When training is needed again, turn access back on in the employee card.
The employee cannot log in to the Academy
Check whether "Provide access to the Academy" is turned on in their card. If the option was turned off, the employee will not be able to log in.
The employee is in the list but does not appear in learning reports
Check whether they have access to the Academy. If "Provide access to the Academy" is unticked, they will not be counted as an active Academy user.
Administrator checklist before changing access or deleting an employee
Before saving changes, check:
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whether the employee really should no longer complete training;
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whether they need to remain in the employee list;
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whether their data or history may be needed in the future.
If in doubt, it is safer to block Academy access first rather than fully delete the employee.