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Rashonda Bell
Rashonda Bell
Explorer
Aug 14, 2026 5:13 PM UTC
Solved

Hide Inactive Users

Hello, I am new here so sorry if I am asking a question that has already been addressed. Is there a way to hide inactive users so they will not show up with running reports or in an active list? When running reports I noticed that the filters for users shows all users (old, new, active, inactive...) and we have to scroll through all the names to select the ones we want. Is there a button we can click to hide a user from the lists and reports so that they will not show up? If not, is this something that can be done. It is just annoying to see like 100 names when we only have about 20 active. TIA

    Rebekah Eslao
    Rebekah EslaoAnswer
    Community Manager
    Aug 17, 2026 3:16 PM UTC

    Hi Rashonda! Welcome to the community 🤗 And no worries, this is a good question to ask here! 

    What our team recommends is to try filtering by topic-specific data first—things like date on file, enrollment status (open/closed), service provided, or funding source. That often gets you to the right data without needing to scroll through user lists. If the data showing up is still inappropriately associated to inactive users, you can either appropriately edit the data or review the data points.

    The system doesn’t filter by inactive users at the moment because some orgs might need to see them (for example, to reassign work from a past staff member or review their historical entries). 

     

    Could you share more about why you need to filter by user so we can share what would work best in your case? I'd love to chat about this more! Or you can also connect with your Account Manager or an ASC to provide more guidance! If you aren't sure who to email, you can submit a request here, and the best teammate will follow up with you: Support | Bonterra

    Rebekah at Bonterra
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    9 replies

    Rebekah Eslao
    Rebekah EslaoAnswer
    Community Manager
    Aug 17, 2026 3:16 PM UTC

    Hi Rashonda! Welcome to the community 🤗 And no worries, this is a good question to ask here! 

    What our team recommends is to try filtering by topic-specific data first—things like date on file, enrollment status (open/closed), service provided, or funding source. That often gets you to the right data without needing to scroll through user lists. If the data showing up is still inappropriately associated to inactive users, you can either appropriately edit the data or review the data points.

    The system doesn’t filter by inactive users at the moment because some orgs might need to see them (for example, to reassign work from a past staff member or review their historical entries). 

     

    Could you share more about why you need to filter by user so we can share what would work best in your case? I'd love to chat about this more! Or you can also connect with your Account Manager or an ASC to provide more guidance! If you aren't sure who to email, you can submit a request here, and the best teammate will follow up with you: Support | Bonterra

    Rebekah at Bonterra
    Rashonda Bell
    Rashonda BellAuthor
    Explorer
    Aug 24, 2026 12:15 AM UTC

    Hey Rebekah! The reason I asked is when filtering a report by staff name, I have to scroll through 200 names to select the one I want. I’m sure I can filter and type in some of all of the name to cut down the list but I wanted to ask if hiding or archiving the ones not in use was possible. This way we can unhide or unarchive them if needed later but significantly condense the list. Just figured I’d ask. Thanks for your response.

    Rebekah Eslao
    Rebekah Eslao
    Community Manager
    Aug 24, 2026 2:06 PM UTC

    Thanks for clarifying, Rashonda! This is smart and practical feedback. If you'd like to submit this as a feature request, you can add it to our Ideas Portal so the product team can see it directly.

     

    If anyone else has workarounds for managing large user lists in reports, please jump in! We’d love to hear from you all 🙌

    Rebekah at Bonterra
      Naomi Katz
      Active Advisor III
      Naomi Katz
      Active Advisor III
      Oct 14, 2026 3:12 PM UTC

      Related question - In the record audit tool, the user list starts with inactive users. Can this be updated so it starts with active users? I’m not really sure when I’d ever need to do a record audit for an inactive user aside from very rare HR-related issues. We have 200+ inactive users so that’s a lot to scroll through to find the beginning of the active users.

      Rebekah Eslao
      Rebekah Eslao
      Community Manager
      Oct 14, 2026 4:48 PM UTC

      Right now, the user list in the record audit tool is fixed to show users in this order: Inactive > Standard > Admins.  But hearing your case, this is definitely worth submitting to the Ideas Portal! It would be helpful to update the list.

      Rebekah at Bonterra
        Naomi Katz
        Active Advisor III
        Naomi Katz
        Active Advisor III
        Oct 14, 2026 6:46 PM UTC

        Ok yep. I’ll go through the ideas portal. Yeah we only have 2 admins so having it set up as Standard, Admins, Inactive would be much more helpful. I’m sure there are other agencies who’d rather have admins first but I can’t imagine someone would be auditing inactive users that regularly.

        Thanks Rebekah.

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