Sooner or later someone leaves, moves away, or asks for their details to be removed, and their record needs to go. Hubb lets you delete a person cleanly, with careful options for anyone whose record has financial history attached.
Deleting a record
Deletion is permanent
Deleting a user record permanently removes the person from your site; there’s no recycle bin for people. Before deleting, check whether the record is actually a duplicate that should be merged instead, and whether you have obligations to keep any of the data.
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Log in to your web office and open the person’s record.
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Look at the tasks. For a record with no financial history the task simply says ‘Delete this record’; for a record with financial transactions it says ‘Delete or anonymise this record’.
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In the simple case, run ‘Delete this record’ and the person is permanently removed.
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Where there’s financial history, choose one of three routes. ‘Delete all data’ removes the person and their associated records entirely. ‘Keep financial transactions but delete all personal and other data’ keeps your income figures right by attaching the transactions to an anonymised record while the person themselves is deleted. ‘Keep financial transactions and basic personal details but delete all other data’ is for someone who’s moved away: their basic contact record and the financial history stay, but group memberships, custom fields and other involvement are removed.
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If the person has active registrations that could still take payments, you’ll be prompted to cancel them before the deletion can go ahead; that guarantees the record is in a final state first.
Good to know
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The reason financial records get special treatment: deleting them can leave your reports incomplete, and there are legal requirements around keeping certain financial records. Anonymising gives you a way to honour a removal request without breaking either.
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For an anonymised record you can accept the suggested ‘Anonymous User’ or pick a previously created one, so repeated anonymisations stay tidy.
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If the record is one of two for the same person, merge them rather than deleting one; merging keeps the history together.
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Removing someone from a single group is different from deleting them, and much gentler; that’s covered in managing who’s in each group.
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