Member Expiration lets Yoodli organization admins schedule when a member’s access should automatically end. This is helpful for temporary users, cohorts, contractors, trainees, or anyone who should only have access for a specific period of time.
How member expiration works
Admins can choose a specific date and time for a member’s access to end. The selected time is based on the admin’s local browser timezone.
Once the scheduled time passes, Yoodli automatically removes the member from the organization. This can take up to 15 minutes to process.
Members receive reminder emails 30 days and 7 days before their expiration date. They will also see a countdown in the left navigation sidebar starting 30 days before their access ends.
Organization owners cannot have an expiration date set. To set an expiration for an owner, ownership must first be transferred to someone else.
Set an expiration date from the Members table
To set an end date for a member:
Go to People > Members.
Find the member you want to update.
Click the three-dot menu on their row.
Select Set end date.
Choose the date and time when their access should end.
Click Save.
The member will be automatically removed once the selected time has passed.
Set expiration dates in bulk
You can set the same expiration date for up to 100 members at once.
To do this:
Go to People > Members.
Select the members using the checkboxes.
Click Set end date from the bulk action bar.
Choose the date and time.
Click Save.
The selected date will apply to all selected members.
Set an expiration date while inviting users
You can also set an expiration date when inviting new members to Yoodli.
For an individual invite, set the User end date while entering the member’s email and role details.
For a bulk CSV invite, include expiration dates in the CSV file or use the bulk invite wizard.
When inviting users to a group, you can set an organization-level expiration date during the invite flow.
View, update, or clear an expiration date
The Members and Invites tables include an End date column.
Members or invites without a scheduled expiration will show None. Members with an expiration date will show the scheduled date and time.
To update an expiration date, open the Set end date dialog again, choose a new date, and save. This cancels the previous schedule and resets the reminder email timeline.
To remove an expiration date, open the same dialog and click Clear date.
What members see
Members receive automated email reminders 30 days and 7 days before their access ends.
Starting 30 days before expiration, they will also see a countdown in the left sidebar. In the expanded sidebar, the widget shows the full expiration date. In the collapsed sidebar, it shows the remaining time, such as “14 days.”
When the expiration date passes, the member is removed from the organization and its groups. This releases one seat. The member keeps their personal Yoodli account, but their organization usage data is deleted.
Best practices
Set expiration dates early so members can receive both the 30-day and 7-day reminders.
Use bulk actions when onboarding or managing groups of temporary members with the same access period.
Remember that the date and time picker uses your browser’s local timezone.
Organization owners are protected from expiration. Transfer ownership first if an owner’s access needs to end.
For SCIM-managed users, manage user lifecycle through your identity provider.
Troubleshooting
I see “Choose a date and time in the future”
Make sure the selected date and time has not already passed.
The Save button is grayed out
Check that the selected date is valid, in the future, and different from the member’s current saved end date.
The member was not removed immediately
Removal can take up to 15 minutes after the scheduled expiration time.
I see “Failed to set end date”
This may happen if the selected members include organization owners or SCIM-managed users. Owners cannot have expiration dates set, and SCIM-managed users should be managed through your identity provider.
FAQ
Can I set different expiration dates for different members?
Yes. Each member can have their own expiration date.
Does the member get notified when I set the date?
Members are notified by email 30 days and 7 days before their access ends. They also see a sidebar countdown starting 30 days before expiration.
Can I undo an expiration after it happens?
No. Once a member is removed, their organization data is deleted. You will need to re-invite them as a new member.
What happens to pending invites?
If an invite expires before the user accepts it, the invite is automatically cancelled.