In this article, you'll learn: Archiving member records in a privacy-compliant manner.
Quick guide:
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Members / Bulk operation
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Create bulk operation
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Member anonymization, specify as type and select Create as action
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Select member list
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Archive record
Magicline offers the possibility to anonymize and archive your prospects and alumni in a data protection compliant way.
When is a record archived?
Data records of interested parties and alumni are not automatically archived by the Magicline, but always by your action. It doesn't matter if you want to archive a single record or all records at once.
In order to archive a record, several conditions must be met:
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The member has no current or future contract.
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The member account must be balanced.
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The member must not be in a dunning stage or in collection.
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The member does not have an open consumption credit.
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The member does not have any outstanding assignments.
If all conditions are met, a member may be archived.
How can I archive prospects and alumni?
You can either archive a single record or directly archive all prospects and alumni.
Archive a single record
Call up the member overview of the customer concerned. In the master data tile, click on the three-dot menu and select Archive customer. Magicline checks directly whether the member can be archived. If all conditions are met, you can confirm the archiving.
CAUTION: The archiving of members cannot be undone!
Archive all interested parties and former members
If you want to directly archive all your prospects and alumni, you can do this in the privacy settings of your studio. Navigate to Members / Bulk operation. There you will find Create bulk operation in the upper right corner. Then create the Bulk operation and select Member anonymization and create.
Then select your member list for interested parties or alumni and give this action a meaningful name. Then click on the three-dot menu and select the menu item Archive records. After entering the security code and confirming the query, all affected records will be archived.
CAUTION: The archiving of members cannot be undone!
What happens during anonymization and archiving?
By anonymizing, you as a studio operator benefit from metadata of all your members still being available. This includes analytics data, such as check-in statistics. The data records are completely anonymized so that it is not possible to trace back to which person a particular customer data record belongs.
The customer record is then archived so that you can no longer find it in the member list and the search no longer returns this record as a result.