Archiving Members

You may have members that have left the company/organisation, or are deceased, but do not wish to delete the record as you require their details for other administrative purposes.

Instead of deleting these records you may wish to archive the member record, which will keep the record in the system but not list the member on the normal members lists.

This is useful for maintaining historical records, bookings, donations etc made by that member.

To set the member as archived go to their Summary tab, then select the Status dropdown menu and select archived, as shown below.

Then save the record using the Save button at the top right.

The member record has now been set as archived, meaning they will not be shown in typical member searches, lists or results, but still exist in the system.

To find archived members it is advised to create an Archived Members segment.

To do this go to the main members list and use the Advanced Search function.

Set the status dropdown to archived and leave all other fields empty/default, as shown below.

Press Submit to find all archived members (if any).

Save the search as a Segment using the Save Segment button, giving it an appropriate title.

This will then appear in the sidebar menu of segments, and will dynamically update when members have their status set to archived.