In this article, you will learn how to manually archive prospects and former members – either individually or via bulk editing.
Contents
- Requirements for Archiving
- Archive a Single Record
- Archive Multiple Records via Bulk Editing
- What Happens During Archiving and Anonymization?
Fast lane
- Navigate to Members / Bulk Editing
- Click on Create Bulk Edit
- Select the type Member Anonymization and click Create
- Select your member list
- Click the three-dot menu and choose Archive records
ℹ️ Note: The software also offers automatic archiving, which processes records independently after configurable periods. How to set this up is explained in the article Automatic Archiving and Anonymization of Member Data.
Requirements for Archiving
Before a record can be archived, the software automatically checks if all necessary conditions are met. A member can only be archived if all of the following apply:
- No active or future contract exists
- Account balance is settled
- No ongoing dunning process or debt collection
- No outstanding consumer credit
- No pending tasks
Archive a Single Record
Open the member overview of the respective person. Click the three-dot menu in the master data tile and select Archive customer. The software immediately checks if all requirements are met. If yes, you can confirm the archiving.
Archive Multiple Records via Bulk Editing
If you want to process multiple prospects or former members at once, use the bulk editing feature. Navigate to Members / Bulk Editing and click on Create Bulk Edit in the top right. Select the type Member Anonymization
Then select your member list for prospects or former members and assign a meaningful name to the action. Next, click the three-dot menu and select the menu item Archive records. After entering the security code and confirming the prompt, all affected records will be processed.
What Happens During Archiving and Anonymization?
After processing, the record is no longer visible in the member list and search results. All personal data is permanently removed through anonymization, so no conclusions can be drawn about the respective person. Anonymization cannot be undone.
As a studio operator, you benefit from the fact that metadata – such as check-in statistics – remain available in anonymized form. These analysis data remain preserved but can no longer be linked to any specific person.