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How to set someone as inactive or archive a member

Archiving a person in Gracely is the best way to mark someone as inactive while keeping all their data safe. Archived members stay in your database but are excluded from active lists, communication, and reports unless you choose otherwise.

šŸŽ¬ Watch the 30-second video: People: How to archive someone who left

What does archiving a member do?

When you archive a person:

  • They are removed from Active people

  • They no longer appear in emails, SMS, or group actions

  • They can't log in to the member portal or the My Gracely app

  • Their giving, attendance, notes, and history remain intact

  • You can restore them anytime with one click

This is ideal for members who moved away, stopped attending, or should no longer receive communication.

šŸ‘‰ Log in to Gracely to follow along.

Archive a member from the People list

  1. Go to People ā†’ People

  2. Find the person you want to archive

  3. Click the three dots (ā‹Æ) in the Actions column

  4. Select Archive. The person is archived straight away; there is no confirmation step.

ā‘  Find the person, ā‘” open the ā‹Æ menu in the Actions column, ā‘¢ choose Archive. The person is archived straight away, with no confirmation step.

The person is now marked as Archived and removed from the Active list.

Archive a member from their profile

  1. Open People ā†’ People

  2. Click on the personā€™s name to open their profile

  3. In the left sidebar, click Archive person

ā‘  Archive person, in the actions list on the profile.

You will immediately see their status change to Archived.

View archived members

  1. Go to People ā†’ People

  2. At the top, click the Archived filter

  3. Youā€™ll see all inactive or archived members in one list

ā‘  The Archived filter lists everyone who is archived. ā‘” Click a name to open the profile.

This helps you keep Active members focused and your database organized.

Unarchive (reactivate) a member

If someone returns to your church or becomes active again:

  1. Open the Archived filter

  2. Click on the personā€™s profile

  3. Select Unarchive person

ā‘  An archived profile shows an Archived badge. ā‘” Unarchive person makes them active again. You can also choose Unarchive from the ā‹Æ menu in the Archived list.

They will instantly move back to Active status with all data restored, and can log in to the member portal and the app again.

Good to know

  • Archiving does not delete a person

  • Archived members keep giving records and tax statements

  • You can still search and view archived profiles

  • Deleting is permanent, archiving is always reversible

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