There may be occasions when you need to remove a visitor record from VisiConnect. This could be due to duplicate entries, incorrect data, or a request for data deletion. This guide explains how to handle these situations responsibly.

Before Deleting

Deletion is permanent and cannot be undone. Before deleting a visitor record, consider these alternatives:

Mark as Inactive

For visitors who simply haven't attended in a while, marking them as Inactive is often a better choice than deletion. Inactive visitors:

  • Remain in your database for historical reference
  • Are excluded from most active visitor reports
  • Can be reactivated if they return
  • Preserve the integrity of your visit history data

Merge Duplicate Records

If you have duplicate records for the same person, use the merge feature instead of deleting:

  1. Open the duplicate record you want to keep (the primary).
  2. Click Merge in the actions menu.
  3. Search for and select the duplicate to merge in.
  4. Review the merged data and confirm.

The merge process combines visit history, notes, and family links from both records into one.

Deleting a Visitor

If deletion is necessary, follow these steps:

  1. Navigate to the visitor's profile page.
  2. Click the Actions dropdown menu in the top-right corner.
  3. Select Delete Visitor.
  4. Read the warning message carefully—it lists what will be permanently removed.
  5. Enter the visitor's name to confirm (this prevents accidental deletion).
  6. Click Delete Permanently.

What Gets Deleted

When you delete a visitor, the following data is permanently removed:

  • All personal information (name, contact details, address)
  • Visit history and check-in records
  • Notes and conversation history
  • Assigned tasks and follow-up records
  • Email and SMS communication history
  • Family links (relationships are broken, not deleted)

Permission Requirements

Only users with Admin or Data Manager roles can delete visitor records. This restriction helps prevent accidental data loss.

GDPR Compliance: If a visitor requests deletion of their data (a "right to be forgotten" request), use this feature to comply. Keep a record of the deletion request for your compliance documentation.

Bulk Deletion

For cleaning up large numbers of records (e.g., test data or old inactive visitors), contact VisiConnect support. We can assist with bulk deletion operations that maintain data integrity.