Overview
This article provides step-by-step instructions to archive data and remove no-longer-relevant individual records to keep your database lean and billing accurate. By following these steps, you’ll safely export history, mass-remove at scale, and preserve reporting integrity. Why Data Hygiene? Pruning stale records reduces cost, improves search quality, and keeps reports meaningful. Archiving exports first gives you a local, retrievable history.
Before You Begin
- Identify individuals who no longer need to be maintained.
- Identify possible Duplicate Records
- Create a designated archive group for these records.
Video Notice
- Below are videos that walk you through the step-by-step process on how to mass remove members based on Attendance or Giving
Steps
Create/Use an Archive Group (Recommended)
Add unwanted records to a dedicated Archive group as you encounter them.
Process removals weekly or monthly to save time.
Backup Options
Before deleting, we recommend that you first export data for archival.
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Export Individuals
- Go to Groups → List.F
- Check the box next to your Archive group.
- Click the Tri-dot icon (top right of Groups area).
- Choose Export Individuals to CSV.
- Select Basic or Full Export under Field Options.
- Click Export and store the file according to your system.
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Export Giving
- Go to Reports → Giving → Details tab.
Filter by Group → choose your Archive group → Apply.
- Click the download icon → Save as CSV.
- Store the file according to your system.
Removal Options
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From Groups (Bulk)
- Open the Archive group.
- Select members using checkboxes.
- Click the Tri-dot icon → Delete Individuals From System.
- Review the warning popup.
- Click DELETE to confirm.
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By Individual (Profile)
- Navigate to the member record.
- Click EDIT tab → DELETE button (lower right).
- Confirm in the popup → DELETE INDIVIDUAL.
Important Notes
- All contributions will move to Reports → Giving → By Anonymous to preserve overall giving totals.
- Once removed, records cannot be restored without backups.
Troubleshooting
If records do not delete, verify permissions and confirm you selected the correct group or individual.
FAQ
Q: What happens to giving data after deletion?
A: All contributions are transferred to “By Anonymous” in Giving Reports to maintain totals.
Q: Can I restore a deleted record?
A: Only by re-importing from your archived backup file.
Q: Should I deactivate instead of delete?
A: If you’ll likely need the profile soon, consider deactivation. Use deletion for truly retired records.
Q: Do family links matter here?
A: If you delete one member, remaining family records persist; giving totals are preserved under Anonymous.
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