Archiving Names
For record management, there are occasions when you want to remove an individual from your church directory, but don't want to delete their records permanently.
Archiving people is a great way to clean up your church database and avoid having to sift through individuals who have moved elsewhere, gone to another church, or passed away. However, the name and the data associated with that name can be restored at any time, and contribution statements can still be printed even while archived.
Archive a Name
Select the individual you wish to archive, select the edit button on their profile, and choose the "archive" option.
Archive Multiple Names
To Archive multiple people, check the names of the individual(s) you would like to archive. Once the names are checked, select the "Bulk Edit" option.
Under the Bulk Edit Options, select "Archive Names" and select "Apply Bulk Changes" to perform the action.
Restoring Archived Names
To restore an Archived Name, select the "Actions" button. Then select "View Archived Names".
Once in the Archived Names section, select the "Restore" button next to the individuals you wish to restore.
Pro Tips
Archived names do not count towards your total member count. You can still generate Contribution statements for Archived members and restore them to access any historical data.
Contribution statements for archived donors can only be generated using the Bulk Contribution Report from the Giving Screen. If you attempt to generate a statement individually from the People Screen (either by email or printed), archived donors will not be included.
To view the Archived Names Report, select the "Actions" button, then "View Archived Names". From there, select the "Archived Names Report".
When archiving or deleting a member, be sure to also remove their associated email and phone number from the profile. If these details are left in the system, they may cause login issues or duplicate account conflicts.