Duplicate Member Records
If duplicate Member Records are inadvertently created, it is recommended that the Membership Secretary reviews the duplicates and determines which record to keep and which needs to be removed.
If this is not clear then one clue will be that the record with links to Ledger transactions will be the more established. If the member to be deleted has Ledger entries then examine them to determine if they need to deleted or re-linked to the member record being retained.
Also, check the Groups that the member is associated with and make a note of them. One way to do this is to download all the Groups information from Data Export & Backup and do a search on the downloaded spreadsheet.
Login as admin and Delete the unwanted Membership Record and then check they are members of their Groups and re-join them if necessary. This step is especially important if the member is a Group Leader.
Note that once a membership record is deleted then the membership number originally associated with that record cannot be reused. If this is inconvenient the below is an alternative option.
Alternative approach to preserve membership numbers
If the membership number of a duplicate is needed for any reason then the details on the duplicate record can be over typed with those of a new member as long as the associated Ledger transaction has not been reconciled.
After saving the new member's details click on the Ledger transaction. Update the highlighted entries to reflect the changed member as necessary and Save the transaction.
Finally, go back to the member record and check the replacement member has not inherited any Group memberships.
Deletion Privileges: Note to System Administrators
It is recommended that the System User privilege to delete members is tightly restricted.
Revision History
|
v1 |
2020-06-16 |
Graham Tigg |
Information split out and expanded from a longer article previously named Deleting Members |
|
v2 |
2020-06-20 |
Graham Tigg |
Added option to re-use membership number by overtyping the record. |
|
v3 |
2021-04-24 |
Lyn Bossons |
Copied from KB to new article 4.2.1 |
| v4 |
2022-01-04 |
Graeme Bunting |
Added the importance of re-linking Group Leaders |
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