Available with the Essentials plan.
You have two ways to remove a member from your list:
- Archive: the record no longer appears, by default, in your member list or in your searches, but it remains in your database. You keep a record of the former member and can restore them at any time, for example when they want to take out a membership again.
- Delete: the record is permanently deleted and cannot be restored. Use this action for a test record or when a member asks for their data to be deleted.
In this article
- Archive a member
- Email address and number of an archived member
- Find an archived member
- Restore an archived member
- Let a former member take out a membership again
- Permanently delete a member
Archive a member
The member must be inactive to be archived (see Member status). First cancel their current membership (see Cancel a membership): as long as the member has a current membership, the Archive Member option does not appear.
In the member list, click on the member: a panel opens on the right. Click View detail, then the File tile. Then click Available actions among the action buttons at the bottom, then Archive Member. Archiving is done one record at a time, from each member.
This action is reversible: you can restore the member at any time (see Restore an archived member).
For a simplified membership campaign, simply cancel the member's membership (see Cancel a membership). To empty your entire member base, see Delete members.
Email address and number of an archived member
An archived record remains in your member base and keeps its information:
- Email address: the address stays linked to the archived record. If the former member fills out a new membership form with the same address, a message tells them the address is already in use. Restore their record instead (see Let a former member take out a membership again).
- Member number: a member number is unique and cannot be reused, even when the member is archived.
As long as their record is archived, the member cannot log in to their member area.
Find an archived member
By default, the search Status field only keeps members waiting for approval, inactive and active: the member list therefore does not show archived members. A former member you cannot find in your list is often an archived member.
Go to Members > Members > Advanced search, select Archive in the Status field (remove the other statuses to show archived members only), then click Search.
Archived members will appear in this list.
The Status field does not appear in your advanced search? Add it from the search settings (gear icon to the right of the search tabs). See Search for a member for details.
Restore an archived member
Click on the member in question, then View detail in the panel that opens on the right. Then click the File tile.
Once in the member's file, click Available actions in the bottom right-hand corner, then Restore Member.
The member then reappears in your member list. Their status then depends on their membership: without a valid membership, they remain inactive (see Member status).
Let a former member take out a membership again
A former member whose record is archived cannot take out a membership through a new form, since their email address is already in use. Follow these steps instead:
- Find their archived record.
- Restore their record.
- Invite the member to log in to their member area to take out a new membership.
For a former member whose membership expired long ago, this membership is recorded as a new membership (see New membership or renewal: understand how a membership is classified).
You can also add a membership for them yourself from their record: see Add a membership to a member in back office.
Permanently delete a member
Deleting permanently erases the member's data: their record cannot be restored. Associated payments and invoices are not affected.
Deletion is available for an active, inactive or archived member, but not for a member pending approval. It requires the right to edit member data.
- In the member list, click on the member, then View detail and the File tile.
- Click Available actions, then Delete.
- In the Confirm delete member window, click Delete.
Once their record is deleted, the member no longer has access to their member area. The person can then take out a new membership with the same email address.
Member with an active membership
The confirmation window offers to cancel the membership and delete the member in a single step. If the current membership is pending payment, the Delete button does not appear: first cancel the membership (see Cancel a membership), then delete the member.
Deletion is done one record at a time. To empty your entire member base, see Delete members.