How to Delete User Accounts and All Their Data

Over time, inactive accounts, outdated records, or incorrect user entries can clutter your training dashboard. Whether you're offboarding employees or cleaning up test users after a pilot run, ProProfs lets you permanently delete users and all their associated data.

This helps you:

• Stay compliant by removing unnecessary user records

• Improve performance by freeing up storage

• Keep your learner list clean and current

Deleting a user is permanent and will erase all their progress, reports, certificates, and login access. This cannot be undone.

To Delete Users Individually or in Bulk:

Step 1: On your ProProfs Training Maker dashboard, click Users. It'll open the user list of the default classroom (here, My Classroom).

If you have multiple classrooms, you can go to Classroom and click Users to access the list of a particular classroom and proceed.

Step 2.1: You can see all the users along with their details such as Name, Email, ID, Courses Enrolled, Groups, Date Added, and more. To delete, either select users individually or click the checkbox beside the Name column.

Step 2.2: Click the delete icon and select "Delete" in the pop-up to confirm. 

This will erase their data from the server, and they will no longer have access to the classroom or your courses.

 Step 3: Alternatively, you can import users from the Excel sheet in bulk while removing the ones you wish to remove from your account. Click "New User"  and go to Import. Microsoft Excel is selected by default. You can download the sample file.

Step 3.1: Enter user details under their respective columns. For any user that you want to remove, write Delete as their status under the Status column, as shown in the screenshot below.

Step 3.2: Save this Excel file and upload it by following the steps in Step 3. Once the file is uploaded, you should be able to observe that the users with Delete as their status have been removed.

Best practices before deleting users

• Check if the user holds a critical role
  If the user is a group admin, team lead, or assigned to monitor others' progress, reassign their responsibilities first. Deleting them without a replacement can disrupt training visibility or communication for their team.

• Download reports you might need later
  Once deleted, a user’s training history, including certificates, quiz scores, and progress tracking, can’t be recovered. If your organization needs to retain this data for audits or HR documentation, export it beforehand.

• Use “Inactive” status for temporary removals
  If someone is on leave, being reassigned, or expected to return, set their status to Inactive instead. This will block their progress and prevent them from logging in without permanently erasing their data.