Automatic User Deactivation After Period Of Inactivity

Overview

With the 23.10.1 release to increase the security options and user management AutoPlay has enabled a new feature that can firstly warn the user that they have been inactive for X amount of days, once this threshold has been met their user will then be set to deactivated. This will mean they no longer have the ability to log in to AutoPlay.

If a user has been set to deactivated, an AutoPlay support team member are the only users who will be able to change this. All roles that are associated to the deactivated user are still attached so that if they are reinstated then they retain their access and visibility that they previously had.

When a user is deactivated they will not receive any AutoPlay notifications and will be taken out of lead allocation.

The deactivate user settings are included with Password Policies and are only available to be updated via an AutoPlay employee, so please get in touch with your account manager if you would like to provision this on your account.

Provisioning

The user inactivity deactivation has been built into the password policy screen. This allows for the security and management of the account to be managed in the same screen. AutoPlay does have future intentions of enforcing this on dealerships as a good practice security measure. This screen is only available to AutoPlay employees.

Admin > Studio Admin > Password Policies

Focusing on the specifics of the Inactive user options, there are several options available here

Check For Inactive User Logins - Enables the Inactive user section

Inactive Log In Threshold -  days field to set up the number of days that need to pass without login before this process commences

Inactive Login Warning - Number of Days since the inactive threshold before the users account is deactivated 

The password policy will need to be enabled onto the account as per the normal process

Settings > Company Settings > My Company > Details

Managing Users

When the deactivation settings are enabled on a password policy and a user has not logged in for the time period specified in the Threshold field. 

User Notification

An email will be sent to the user notifying them that they have not logged in to AutoPlay for X days. This email informs the user of their options to keep their account active (simply to log in to AutoPlay), if they no longer need access, they do not have to do anything as the account will be automatically deactivated. It also informs them that if their account is deactivated, that it is possible to reactivate this at a later time by contacting AutoPlay Support.

Pending Deactivated Users

As soon as the warning has been sent to the user, their User Status will change to Pending Deactivation. This user status retains full access permissions, and it essentially updated so that they are easily identifiable in the user admin list

Deactivated

When the warning period expires, the users access will automatically be moved to Deactivated. This retains all their settings associated to the account (so they will potentially still be connected to Automations, Auto Responses, Lead Management Allocation settings and Scheduled Reports), this is by design and there has been ample warning of the account being deactivated. If the user attempts to log in after this expiration, they will be prompted with a warning

 “Sorry, for security reasons your account has been deactivated due to inactivity as you have not logged into AutoPlay within the last X days.  If you still require access please talk to your manager, or contact support@autoplayauto.com”

And an AutoPlay employee will need to reinstate this for them.

Re-Activating a Deactivated User

To reinstate the user, simply filter and click into the User Detail page, once here update the user status to Active and save.

There is a setting that can be enabled on specific users so that this setting does not apply to them, examples of these may be a Dealer Princepal that may not be in AutoPlay regularly, or a Test Drive Kiosk user. This setting can be found

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