Bulk Deleting Members

Whilst the Member Expiry Process removes members from email lists and prevents members from logging into the website, it still leaves the member data in the database, but marked as disabled. This approach allows members that were late in renewing their membership to be reinstated with the minimum of effort on behalf of the membership administrator.

However, often members move to other groups or leave Ramblers completely. In order to comply with GDPR regulations, member data must be physically removed when there is no further need to requirements to process this personal data. For this reason a bulk delete facility has been created. The following steps explain how this works.

• Generally speaking, members are added to our database by means of the Member Bulk Load. When members are added in this way, the system automatically flags them as "received in last bulk load". This flag is therefore a good way of telling whether Ramblers have stopped sending us data for a member, as the Membership Expiry Date alone will not tell us this.
• If members are not flagged as "received in last bulk load", it's likely that they should be removed from our membership database, which will cause them to be removed from our mailing lists and they will no longer be able to log into the website.
• The Member Admin screen provides a convenient view to work with members that fall into this category by means of a the filter Not received in last Ramblers Bulk Load.
• To choose use this filter, select it from the dropdown to the right of the Quick Search field.
• When this filter is selected, an additional button Begin Bulk Member Delete is shown on the right of the other action buttons:

• If you click Begin Member Delete, an alert message is displayed saying that Member Bulk Delete has started, but at this point no actions are performed on any members.

• The next step is to select which members you would like to include in the bulk delete. If you click Select All X Members, all members in the current filter will be selected - note that this still doesn't delete any members.

• However, you may not wish all members to be included in the deletion. For instance there might be a member with an Expiry Date that is still in the future, or very recent and you want to avoid deleting them until you've done some spot checks on their data. The easiest way to see this is to click on the Expiry Date column heading until the arrow on the right of the label is pointing down, then you'll see the members with the most recent member expiry first.

• You can exclude any members that you don't want to be included in the final deletion process by clicking the right-most column icon entitled Marked For Delete. You will see the person icon disappear from that column.
• You will also see the number of members in the Confirm Deletion of X members button reducing to take account of the members you have excluded:

• Note that you can alternately include/exclude a member from the selection by repeat clicking the rightmost column, so it acts as a toggle.
• Once you have finalised the selection of members that you wish to bulk delete, you are ready to perform the actual deletions. Note you need to be sure this is what you want to do this, as the process is irreversible!
• If you don't want to go ahead, just click the amber Cancel to the left of the other action buttons.
• To go ahead and perform the deletions, click the Confirm Deletion of X Members button and you will then see the members progressively disappear from this view. Please don't leave the screen until all deletions are complete.
• Note that a small amount of data is retained in the database such that if a member rejoined at a later date, they will be able to regain access to any walks or socials that they had led/organised in the past.