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Deleting and archiving member and contact records

If a member is lapsed for a considerable period of time, you might want to remove the person from your contact database so that they no longer count towards your database limit. Rather than deleting the member's contact record, you can archive the record so it can be restored at a later date. Archived records are automatically excluded from receiving emails and do not count towards your database limit .

Once archived, a record can be deleted at any time. Deleting contacts will permanently remove them from your Wild Apricot database, along with their event registrations. 

You can archive contact records one at a time or in bulk.

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Only full administrators and membership managers can archive and delete contacts. For more information, see Managing site administrators.

Archiving and deleting a single contact

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To delete a single contact, you start by archiving the contact record.

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An archived record can restored at a later date, unlike a deleted record.

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You cannot archive a membership bundle administrator if there are members in the bundle. You can remove the members from the bundle or change the bundle administrator then archive the former bundle administrator.

To archive a contact record, display the contact record then click the Archive button.

With the record archived, you can now delete it by clicking the Delete button.

You will be asked to confirm your request to delete the record. Click OK to proceed with the deletion.

Instead of deleting the archived record, you can restore it by clicking the Restore from archive button.

Archiving multiple contacts

You can archive multiple contacts either from your contacts list or through importing. Once archived, you can delete all archived records.

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Contacts with administrative permissions are excluded from bulk archiving. You must archive these contacts one at a time.

Archiving from your contact list

To archive multiple contacts from your contact list, follow these steps:

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  1. Filter your contact list to display only those contacts you want to archive.
  2. Click the Archive contacts button.



  3. Confirm your intention to archive the current list of contacts by Archive contacts button.

For instructions on deleting all archived records, see below.

Archiving through importing

To archive multiple contacts through importing, use the following procedure:

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  1. Export the contacts you want to archive to a spreadsheet.
  2. Open the spreadsheet in Excel and set the Archived column to Yes.
  3. Import the spreadsheet.
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You cannot archive a contact through import if the contact has recurring payments enabled. You must first cancel the recurring payments.

Deleting all contacts

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Deleting contacts will permanently remove them from your Wild Apricot database.

To delete all contacts in your Wild Apricot database – except your own record and optionally, those of administrators – follow these steps:

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  1. Hover over the Dashboard menu and select the Account option.
  2. From the Account screen, click the Delete all contacts button.



  3. Choose whether you want to delete all contacts except administrators or all contact records except your own.
  4. Type the word DELETE in the field provided.
  5. Enter your password in the field provided.
  6. Click the Delete contacts button.



  7. You will be asked to confirm your request to delete the selected records. Click OK to proceed with the deletion.

Deleting all archived contacts

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Deleting contacts will permanently remove them from your Wild Apricot database.

To delete all archived contacts in your Wild Apricot database, follow these steps:

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  1. Hover over the Dashboard menu and select the Account option.
  2. From the Account screen, click the Delete all contacts button.



  3. Click the Archived only option.


     
  4. Type the word DELETE in the field provided.
  5. Enter your password in the field provided.
  6. Click the Delete contacts button.


     
  7. You will be asked to confirm your request to delete the selected records. Click OK to proceed with the deletion.

Finding archived records

Normally, archived records do not appear in your contact list. To view a list of archived records, go to the simple search page in the Contacts module and select the Archived filter.

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You can also use an advanced search to search for archived contacts. When you add Contact properties to your search criteria, you can limit the search to archived contacts, and further limit the search to archived members.

To view the archived record, click it within the search results.

Restoring archived records

Once a contact record has been archived, the Archive button on the contact details tab is replaced by a Restore from archive button.

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Clicking the Restore from archive button will restore the contact record from archived to active status.

You can also restore archived records in bulk using Wild Apricot's exporting and importing functions. Within the spreadsheet, set the Archived column to No.

Archived contacts are automatically restored when they log in to your Wild Apricot site. If the contact is a member, their membership level will be restored but their membership will be set to Lapsed.

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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7