Summary

The Annex Clouds user interface now includes the ability to delete members directly. This document focuses on commencing the deletion process as well as ensuring that changes can be reversed before a predetermined time if requests are raised by mistake.

• There are two approaches to delete a Loyalty Member: 1. by User ID, or 2. by email address.
• The deletion of a member is carried out through a scheduled batch job that runs once per day at 5:30 AM UTC. The time of scheduled job execution displayed varies according to the set time zone.
• If the member should not be deleted/the deletion request has been raised by mistake, you can cancel the deletion request before the scheduled job is done.

Navigation: Reports> Member

Members Report > Delete Member

Delete Member pop up window:

As mentioned above, you get three options here.

• Delete member using User ID.
• Delete member using an email address.
• Revoke/Cancel delete request.

Members Report

You can see several fields linked to a member in the members' report. To search for a member, enter the member's User ID in the box provided.

Delete a member using his unique identification number - User ID.

If you wish to delete a member from the loyalty module based on their User ID, pass that User ID in the space provided for ID. You can only pass one User ID at a time.

When you enter the User ID to be deleted and the requested User ID exists in the system, the member will be deleted from the loyalty module the next time the scheduled job is executed. If the User ID entered does not exist in the database, an error message is displayed.

By default, an email notification is sent to your email address upon member deletion from the loyalty module, (your email is auto-populated). If you wish to add some additional email addresses that must be alerted after the member is deleted, separate them with a comma and click save.

Deletion notification on the provided email address:

• An illustration of the email sent to the user who requested the member delete is shown below:
  

Member Report after Deletion:

When a member is deleted from the database as a result of a deletion request, you cannot find the member in any report of our loyalty module. A visual illustration of this can be seen below.

Audit Log:

Navigation: Products > Additional Loyalty Settings > Audit Report

A log of the activities that took place can be seen in the Audit Report. For example:

• If you have requested to delete a member via User ID.
• If the requested members have been deleted.
  

Delete member by email address:

If you wish to delete a member from the loyalty module based on their email address, enter the email address in the space provided. You can only pass one email address at a time.

Note 1: The key difference between deletion by User ID and deletion by email address is that when using User ID, only one member is located and deleted, given that each member is assigned a unique User ID, whereas multiple members may exist having the same email address and all the members are deleted if the email address is passed in the space provided.

Members Report before deletion:

Below is an example of multiple members using the same email address. Both members will be deleted from the Loyalty Module if the email address entered matches their email address. To search for the member based on their email address, click More and choose Email from the drop-down list of options.

When you enter the email address of the member to be deleted and the requested email address exists in the system, the member will be deleted from the loyalty module. If the email address entered does not exist in the database, an error message is displayed.

By default, an email notification is sent to your email address upon member deletion from the loyalty module, (your email is auto-populated). If you wish to add some additional email addresses that must be alerted after the member is deleted, separate them with a comma and click save.

Deletion notification on the provided email address:

• An illustration of the email screen sent to the email address who has requested the member delete as shown below. It is clear that both the members that were created using the same email address were deleted from the loyalty module after the execution of a scheduled job.
  

Member Report after deletion:

Once the member is deleted from the database as a result of a deletion request, you cannot find the member in any reports of our loyalty module. A visual illustration of this can be seen below.

Audit Log:

A log of the activities that took place can be seen in Audit Report. For example:

• If you have requested to delete a member via email address.
• If all the requested members having the same email address have been deleted.
  

Note 2: Clients who have grouped their sites from the Super Admin will see them under the "Delete using email address" option. As a result, if the requested email address (to be deleted) is located on any of the grouped sites, it will be deleted from all of the sites.

Note 3: For multi-template enabled sites, an additional toggle is present as shown below.

delete members using User ID from all templates for delete using User ID,

delete members with the same email address from all templates for delete using email address,

cancel the delete member with the same User ID or email address from all templates for revoke/ cancel delete request,

1. The sites where the multi-template summary flag is OFF, the above toggle is by default OFF, indicating that the requested User ID or email address is deleted only from the selected template. If this toggle is enabled, the system will search all templates for the matched User ID or email address as per the request and will delete the matched members from all the templates.
2. The sites where the multi-template summary flag is ON, the above toggle is by default ON and cannot be turned OFF, indicating that the requested User ID or email address is deleted from all the templates.

Revoke

• You can revoke deletion requests based on the User ID or email address that was previously requested to be deleted. As only one request can be made at a time, if you select the email address option, the User ID option cannot be edited, and vice versa. While making a cancellation request, you may switch between choices.
• If the member hasn't already been deleted, the deletion request is revoked/removed/cancelled from the scheduled job queue, and the member is not deleted.

Revoke deletion request using User ID:

Enter the User ID for which the deletion request must be cancelled/revoked in the space provided as shown in the illustration below.

Audit Report of revoke deletion request using User ID:

A log of the activities that took place can be seen in Audit Report. For example:

• Member revoked delete request by User ID.
  

Revoke deletion request using email address:

Enter the email address for which the deletion request must be cancelled/revoked in the space provided as shown in the illustration below.

Audit Report of revoke deletion request using email address

A log of the activities that took place can be seen in Audit Report. For example:

• Revoked delete request by email address.
  

Note 4: A member's deletion request is cancelled solely within this site. If you want to revoke the deletion request from the other sites in the group, please do so from the appropriate sites.