User Account Blocking and Login Restrictions

Overview

In Grado, account “deactivation” or “suspension” messages all refer to one underlying system event — blocking user access.

When a user is blocked, they cannot log in until the condition that triggered the block is cleared.

Blocking can happen manually (by an admin) or automatically (by system events such as failed login attempts, inactive status, or academic year rollover).

This article explains each scenario where user access is restricted and how administrators can review or restore account access.

1. Manual Blocking by Administrator

Administrators can manually block or unblock a user anytime.

Blocking stops login access immediately but does not delete the account or its data.

To block or unblock a user manually

1. Go to Setup > User Account Management.

2. Search or filter for the user.

3. Click Block User (or Unblock User to restore access).

4. Confirm the action.

When blocked, the user will see an “Account Deactivated” alert if they attempt to log in.

💡 Tip: Blocking does not delete the account or affect records. It simply stops login authentication until re-enabled.

2. Academic Year (AY) Rollover Lockout

During Academic Year rollover, Grado automatically blocks access for all users to prevent data changes.

Login is disabled until the rollover is complete.

• Users attempting to log in will see a maintenance or “Access Temporarily Disabled” message.

• No manual unblocking is needed — access resumes automatically once the rollover finishes.

💡 Tip: Announce rollover schedules in advance to reduce user confusion or login-related support tickets.

3. Inactive Student Status

When a student’s Active Status is set to Inactive, the account is automatically blocked from logging in.

A student becomes Inactive when their record is withdrawn, archived, transferred, deleted, or graduated.

If the school wants to allow these students to continue accessing Grado, their status can be reactivated.

To restore access

1. Go to People > Student List.

2. Open the student’s page and go to Status.

3. Click Mark student as active.

4. Click OK to confirm.

The student can log in immediately after reactivation.

💡 Note: Changing a student’s status to Active also re-enables their Grado portal access.

4. Automatic Locking After Failed Login Attempts

Grado automatically locks a user account after five (5) consecutive failed login attempts.

This prevents brute-force attacks or repeated password guessing.

System behavior

• On the fifth failed attempt, the account is locked.

• The system sends an Unlock Instructions email with a one-click unlock button.

• If the user does nothing, the system automatically unlocks the account after 3 hours.

Admin actions

• Locked accounts are marked  red  and tagged "access locked" under User Account Management.

• Administrators can manually unlock a user at any time by selecting Unlock User Access.
  
  

💡 Tip: Encourage users to use the password reset option if they forget their credentials instead of retrying multiple times.

5. Blocking in LIS Mode

When a school operates in LIS Mode, all student accounts are automatically disabled.

This ensures that grading, enrollment, and reporting are handled exclusively through the administrative interface.

Students cannot access their portals while LIS Mode is active, but faculty and administrators retain full access.

💡 Note: LIS Mode is typically used by DepEd public schools with required monthly, start-of-school-year, and end-of-school-year report submissions. These Grado installations are fully DepEd-LIS integration–ready.

6. Reviewing and Managing Blocked Users

Administrators can view the status of user accounts in Setup > User Account Management.

7. Best Practices

• Confirm the cause of blocking before unblocking any user.

• Keep users informed during AY rollover or LIS periods.

• Verify that student status changes reflect intended access policies.

• Remind users to keep emails updated for password reset and unlock links.

• Monitor repeated lockouts as potential misuse or credential-sharing risks.

💡 Security Note: Grado logs account block and unlock events. To request a log export, contact Grado Support.

Summary

Account “deactivation” and “suspension” messages all correspond to a single blocking mechanism in Grado.

Blocking may occur manually or automatically — due to failed logins, AY rollover, inactive student status, or LIS Mode.

Administrators can review and unblock affected users at any time from Setup > User Account Management.