How to Handle a Deceased Individual Record

Overview

This article provides step-by-step instructions on how to mark an individual as deceased and manage related updates in your ChMS. When a member passes away, it’s important to update their record accurately. Why? Keeping accurate records avoids sending unintended communications, ensures statements are correct, and provides dignity to families.

Before You Begin

• Confirm the individual’s profile is accessible.
• Decide whether to mark as deceased, deactivate from groups, or delete the record based on organizational policy.
• If deleting, plan to export or archive data for future reference.

Steps

1. Mark Individual as Deceased

• Navigate to the individual’s profile → Edit tab.
  
  
• Enter the date in the Died field.
  
  
  • What WILL happen:
    • Profile shows a yellow tag: “This person is deceased.”
    • Removed from Mass Contacts, Attendance, Printed Directory, and Printed Labels.
  • What will NOT happen:
    • Still appears in Attendance Roll, CSV exports, Check-In, and Online Directory.

2. Review Groups

• Go to the Groups section on the profile.
• Click the Edit tab, then scroll to the Groups area.
• Use toggles to Inactivate or X to remove from groups.
  • Tip: Do not deactivate from historical or giving-related groups.
    
    

3. Manage the Individual's Record

• Option 1: Delete the record (after exporting important data).
   
• Option 2: Keep the record but move contributions to the surviving spouse:
  • Go to Family tab → click pencil icon to edit family.
    
    
  • Switch primary family member using the radio button → click SAVE.
    
    
     
• Review Family Label Name and update if needed.
  
  

4. Verify Giving

• Ensure Group Giving With Family remains intact.
• Follow the Consolidate Family Giving guide to ensure donations transfer to the surviving spouse.
  
  
  If deleting the individual:
• Giving transfers automatically to the surviving spouse.
• If no spouse, contributions move to Reports → Giving → By Anonymous.

Important Notes

• Deleting a record permanently removes it from the database.
• Always back up data before deletion.
• Contribution statements and labels depend on an accurate Family Label Name.

Troubleshooting

If changes don’t reflect, confirm you saved edits and check group settings.

FAQ

Q: What happens to giving data after deletion?
A: It transfers to the surviving spouse or to “By Anonymous” if no spouse exists.

Q: Can I restore a deleted record?
A: Only by re-importing from your archived backup file.

Updated January 09, 2026 19:53