RM Unify accounts provisioned directly from your establishment's MIS are deleted when the end date or leaving date set in the MIS is reached. This is the expected behaviour and ensures that users have access to connected systems (e.g. Microsoft 365 and/or Google Workspace) and associated data, removed when they are no longer employed by or matriculated at your establishment.

There are, however, valid reasons why one may wish for a user's RM Unify access to be temporarily extended beyond their MIS end date. For example:

• Students leaving your establishment, but still requiring access to their school mailbox for exam results, higher/further education comms, etc.
• Staff moving between establishments who are not yet entered into their new establishment's MIS.

In such cases, it is possible to set a grace period to extend a user's access to their RM Unify account for up to 60 days. The grace period can be set proactively (i.e. to come into effect on the known end/leave date set in the MIS), or reactively (i.e. after the user has been deleted from the MIS and RM Unify), effectively re-activating the account and keeping it active for 60 days.

If you find that MIS-provisioned users have been unexpectedly deleted from RM Unify, it is vital that you investigate and diagnose why it happened. Unless you also resolve the underlying root cause of the unexpected deletes, you risk the problem resurfacing in ~60 days, when the accounts will be deleted again once the grace period expires and with no further option to restore them.

Possible causes could be:

• The user(s) have been accidentally marked as 'leavers'/'deleted'/'inactive' in your MIS.
  • Check with your MIS data manager, make any required changes and wait for the overnight sync to sync those changes to RM Unify.
• The MIS itself may have encountered an issue within its code/database.
  • Check with your MIS support.
• The Groupcall sync has errored in some way/provided incorrect data.
  • Check with Groupcall support.

RM Unify will simply process the data it receives from your MIS, so in the majority of cases, the root cause of the unexpected deletes will most probably be found in the MIS or with the Groupcall sync.

• The grace period can only be set for MIS-provisioned RM Unify accounts.
• The grace period can only be initiated once per account.

1. Log on to the RM Unify Management Console and navigate to the Users page.
2. Select the user (or multiple users), select Actions, 'Assign grace period'.
3. Read the "Are you sure?" message (shown in the image below) and click OK to confirm.

Note: The grace period is set within the RM Unify database and will come into effect when the user's end date is reached in the MIS. We currently do not display the status of a proactive grace period when viewing the user's account details in the RM Unify Management Console.

This applies to users who have already been deleted from RM Unify, due to their MIS end date being reached.
Note: Please read the 'Important note' section under the Cause section above.

1. Log on to the RM Unify Management Console and navigate to the Users page.
2. From the View drop-down, select 'Deleted users'.
3. Select the required user(s), select Actions, 'Restore user'.
4. Read the "Are you sure?" message (shown in the image below) and click OK to confirm.

5. A confirmation message will be presented stating when the grace period will expire and when the user will be deleted permanently.

Note: The user(s) will be restored and will have a 60-day grace period applied to them, shown in the Management Console as Account Expiry Date (see the screenshot below).

RM Unify returns to treating the account according to the most recent data it has received from the user's MIS record. This means that unless an update has been received from the MIS to the user that extends their end/leaving date beyond the end of the 60-day grace period, the RM Unify account will be automatically deleted again with no further option to restore them. 

For more detailed information, please see TEC5900881 in the Other Useful Articles section below. The automatic housekeeping task that runs as part of our management of deleted users uses the RM Unify account's most recent deletion date to determine when that account has remained deleted for nine months or longer.