Delete customer

Archive vs delete

Removing a customer is a two-step process: first archive, then delete. This prevents accidental removal of active customers.

• Archive – a soft deactivation. The customer record is preserved and can be restored later. However, memberships, group memberships, and the MATCHi user link are removed immediately.
• Delete – a permanent removal. All personal information is anonymised and the action cannot be undone.

How to archive a customer

1. Go to Customers.
2. Search for the customer you want to remove.
3. Select the customer by checking the box next to their name.
4. Click Select action > Archive.
5. Click Confirm.

What happens when you archive

• The customer is moved to the Archive tab and no longer appears in regular searches.
• The customer is unlinked from their MATCHi user account.
• All active memberships are deleted. If the customer was part of a membership family, they are unlinked from the family.
• The customer is removed from all groups.
• Existing bookings, invoices, and course participations are not affected.

Restoring an archived customer

1. Go to the Archive tab in the customer registry.
2. Select the archived customer.
3. Click Select action > Restore.

The customer reappears in the active customer list. Note that memberships and group memberships that were removed during archiving are not automatically restored – you will need to recreate them manually.

How to delete a customer

Only archived customers can be deleted.

1. Go to the Archive tab in the customer registry.
2. Select the archived customer.
3. Click Select action > Delete customers.
4. Click Confirm.

What happens when you delete

Deletion permanently anonymises the customer record. The system:

• Replaces the customer’s name with “removed” and clears all other personal information (email, phone, address, personal number, guardian details).
• Removes the customer from all course participations.
• Removes any remaining memberships and group memberships.
• Keeps the anonymised record in the database for audit purposes (booking history and invoice references are preserved).

This action cannot be undone.

Deleting multiple customers

You can archive and delete customers in bulk:

1. Use the Last activity filter to find customers who have not been active for a long time.
2. Select all matching customers using the checkboxes.
3. Archive them first, then switch to the Archive tab and delete.

Restrictions

• A customer with upcoming bookings cannot be deleted. Cancel or move their future bookings first.
• Archived customers can always be restored, but deleted customers cannot.