Delete a Constituent

When you no longer need a constituent record, you can delete it from your database.

Tip: To retain a history of the constituent in your database but still limit access and use of their record, mark the constituent as inactive rather than delete their record. Or, if a constituent passes away, you can mark them as deceased instead.

Constituents without sales, membership, or revenue data

To delete a constituent who doesn’t have associated sales or revenue data, from the constituent’s record, under Tasks, select Delete [constituent name] and confirm changes.

Constituents with sales, membership, or revenue data

To delete a constituent who has transacted with your organization in the past, you must first move all sales orders, memberships, and payments to another constituent.

Note: Your organization may wish to create a generic placeholder constituent record to use for these types of requests.

Change patrons on sales orders

For sales orders added through Daily, Advanced, or Online Sales:

  1. From the Sales Orders tab of the constituent record, view all sales orders for all dates.

  2. From the list, select each order number to open its record.

  3. From the sales order record, under Tasks, select Change patron on order. Search for and select another patron (such as a placeholder constituent record) then select Save.

  4. Repeat until all linked sales orders have been removed from the constituent.

For Group Sales orders, from the reservation record, select Change booked/sold to patron on order, choose whether to also change the contact or itinerary leader, then save.

Transfer memberships

  1. From the constituent record, select the Memberships tab.

  2. For each membership, select Other tasks, Transfer membership.

  3. Search for and select another member (such as a placeholder constituent record), enter membership card settings, then select Save.

  4. Repeat until all linked memberships have been removed from the constituent.

Change constituents on payments

  1. From the Revenue tab of the constituent record, select Revenue History.

  2. Use filters to find all transactions for all dates.

  3. From the list, select each transaction’s revenue type to open its record.

  4. From the payment record, under Tasks, select Change constituent on payment.

  5. Search for and select another constituent (such as a placeholder constituent record), choose settings, then select Save.

  6. Repeat until all linked payments have been removed from the constituent.

After you move all sales orders, memberships, and payments, delete the constituent. From the constituent’s record, under Tasks, select Delete [constituent name] and confirm changes.

Tip: For information about deleting multiple constituent records at a time, see Globally Delete Constituents.