Inactivate or delete a profile
Only delete profiles that are test data or were created by accident. If the profile represents a real person who has moved away, left your church, been fired, or doesn't attend your church for any other reason, set that profile as inactive rather than delete it.
Tip
If the profile is a duplicate, you can merge the two profiles, preserving any information entered in either profile.
Follow the steps below to set someone's profile to inactive. If the person has administrative permissions in any Planning Center product, review the Staff Transition article beforehand. And if you need to set multiple profiles or a household to inactive, you can save time with a bulk action.
Select the People page from the top navigation.
Select the person's name from the list to open their profile.
Select the Actions button at the top of their profile.
Choose Set inactive from the dropdown to open the Set inactive popup.
Select the reason for inactivating the profile.
Set the inactivation date.
(Optional) Clear the person's membership status. By checking this box, you ensure that if this profile is reactivated, the person will not be included in lists based on membership type, and they will not have access to membership-type-only pages in Church Center. This box is unchecked by default.
Select Set inactive.
What happens when a profile is set to inactive?
People is the hub for all profile information. When a person is set to inactive in People, the following occurs:
General
Their administrative access will be removed in every product.
They can no longer log in, even if they reset their password.
Event attendance and registration will stay in the corresponding products.
People
If they are the only person with access to certain lists, those lists will remain in the account, but they will no longer sync to Mailchimp.
Organization administrators can view lists and workflows that no longer have a manager under the Unassigned lists and Unassigned workflows views on the main Lists and Workflows pages. Select a list or workflow to add yourself as a manager.
If a member requests that their personal information be deleted, but your church needs to retain their profile due to donation or attendance records, an organization administrator can permanently delete email addresses, phone numbers, or physical addresses from the person's Activity tab by hovering over the data to reveal the delete icon.
Church Center
They will lose access to the directory, and their listing will be removed.
If they were logged out of Church Center, logging back in will reactivate their profile.
If they were logged into Church Center when inactivated, any actions, including registering for a signup, checking into an event, joining a group, or donating, will reactivate their profile.
Groups
They will be removed from any groups they are in.
Services
They will be declined for future plans.
They will be removed from all teams.
They will be removed as a team leader.
Giving
Donation history will remain in Giving.
Payment methods will remain in their donor profile.
Recurring donations will continue. When the next donation occurs, the person will be reactivated.
There is one exception: when a profile with recurring donations is marked as Deceased, the recurring donations are set to On Hold.
They will still be sent a donation statement if they gave in the statement time frame.
Reactivate an inactive profile
Select the People page from the top navigation.
Select the person's name from the list to open their profile.
Select the Actions button at the top of their profile.
Choose Reactivate from the dropdown.
Select Yes, reactivate it in the popup.
If you reactivate someone's profile, they will not automatically obtain their previous permissions in other products. They must be re-added as event managers, viewers, counters, etc.
If an inactive person completes any action in Church Center (except checking someone else in), their profile will be reactivated.
Delete a profile
Warning
Deleting a profile cannot be undone. There is no way to undo it. If that makes you hesitate, either set the profile to inactive or merge it with another instead of deleting it.
Some important things to consider before deleting a profile:
Donations associated with this profile will no longer be connected to a donor. Giving administrators can reassign these abandoned donations to another profile.
For reporting purposes, attendance history will remain in a specific product, such as Registrations or Check-Ins, but a profile will not be attached to the history.
If you're confident you want to delete a profile because it's not a real person, and the data is not real, an organization administrator can select Delete Profile from the Actions dropdown on the profile.
There's no way to delete multiple people simultaneously unless they were imported. You can undo the import within 48 hours of importing it.