Profiles should almost never be deleted. When a profile is deleted, all of the history associated with that person in every Planning Center app is deleted forever, including their check-ins, registrations, donations, payments, and volunteering history.
Any time a profile represents a real person in your church with history, deleting the profile is not the right tool to use.
If the profile represents a person who has moved away, left your church, was fired, or doesn't attend your church for any other reason, you should set that profile as inactive.
If the profile is a duplicate profile, you should merge the two profiles.
The only time you should delete a profile is when the profile is either test data or was created by accident.
Setting a Profile to Inactive
Inactive profiles are hidden from most search results and lists of people in every Planning Center app. Since the profile is hidden but not deleted, the history associated with that profile still exists, so that your reports and historical data will still be accurate. Inactivating a profile is always the right choice for profiles that represent real people.
First, click on the pencil icon in the membership status section.
Check the box labeled "Inactive" to set the profile as inactive. You can optionally set a an inactive reason. These options can be customized.
Deleting a Profile
If you are still confident that you want to delete this profile, you can do so from the bottom left of the profile's page.
Some important things to remember:
- This profile and all the data and history associated with it will be deleted from every Planning Center app. This includes donation history and any reoccurring gifts.
- Because deleting profiles is so destructive, it must be done by an organization administrator.
- This can not be undone. There is no going back. If that gives you the slightest bit of concern, you should either set the profile to inactive or merge it with another.