Automatically Removing Deactivated Users from Surveys
When an employee becomes inactive, Quantum Workplace will automatically remove them from any draft or open surveys, keeping your data clean, your response rates accurate, and your survey experience effortless.
Last Updated: October 29, 2025
In this article:
Overview
If a participant is deactivated (for example, if they leave your organization or are made inactive through an HRIS update), they’ll now be automatically removed from any surveys that are:
- In Draft or Open status
- Not Exit Surveys
- And only if they haven’t submitted a response yet
If they’ve already completed the survey, their response will stay put—no data lost.
Why It Matters
This update helps keep your survey data trustworthy and easy to understand.
You’ll no longer need to manually remove inactive employees or contact Support to update participation lists. This means:
- Your response rates stay accurate
- Managers see the right number of active team members
- You save time managing survey participants
How It Works
Automatic removal applies to surveys that are:
- Not Confidential, Confidential, or Mixed
- Excluding Exit Surveys
- Because Exit Surveys are designed for employees who are leaving the organization, they’ll remain active participants until the survey closes.
Inactive users can be removed in a few different ways:
- HRIS updates that mark users inactive
- Manual updates to a user’s status in Quantum Workplace
- File imports that change user records
Once deactivated, the system checks whether that person is part of any draft or live survey and removes them automatically (as long as they haven’t already responded).
A Few Helpful Tips
- Reactivated users won’t be automatically re-added to any surveys. If needed, you can manually add them back.
- Admins can still manually remove participants from surveys, just like before.
- If a user already submitted their response, their data stays included.
In Action
Let’s say your engagement survey is live and two employees leave during that time.
Once their records are marked inactive, Quantum Workplace will automatically remove them from the survey—no action required on your part.
Your participation rates and team list will instantly reflect your current, active employees.