Clean up your roster
Archive or remove members who left, fix out-of-date entries with the Cleanup tab, and fix duplicate members.
This page covers keeping your roster accurate in the web app: removing people who left, fixing members whose type or status is out of date, and fixing duplicates. Officers with the Update Members permission can do all of it, except restoring an archived member, which only admins can do. See How your roster works.
Archive or remove someone who left
When someone leaves, you can change their status, revoke their login, or archive them.
Change status, revoke login, or archive: which to use
| Change status | Revoke login | Archive | |
|---|---|---|---|
| Stays on your roster | Yes | Yes | No |
| Can log in | Yes | No | No |
| Charges and balance | Kept | Kept | Kept, but taken out of your charge type totals |
| Bills and reminders (to them and parent contacts) | Continue while they owe | Continue while they owe | Stop |
| Open payment plans | Keep running | Keep running | Canceled, with no email to the member |
Use a status change for someone who still owes money, so reminders keep going. Archive is for people who should be gone from MyGreek entirely, such as a duplicate or someone added by mistake.
Change a member's status or revoke their login
- In Members, select the members on the Roster tab, then select Manage.
- Pick an Action for each member, such as Resign, Inactivate or Graduate, and its date.
- To block logins, check Revoke Login.
- Select Confirm.
For one member, you can also open them and choose Actions → Update Status. See Member type, Active and status for what each action changes.
Archive a member
- Open the member and choose Actions → Archive Member.
- Type the member's full name and select Archive Member.
Archiving cancels the member's open payment plans. Restoring the member doesn't bring them back.
Restore an archived member
Only admins can restore an archived member.
- From your profile menu, open My Chapter and select the Archived Members tab.
- Select the restore button on the member's row, then Unarchive.
If another active member already uses the same email, you have to archive or change that member first.
Use the Cleanup tab
The Cleanup tab on the Members page lists members whose roster entry looks out of date, with a suggested fix for each.
What the Cleanup tab flags
Each row has a reason, such as Not billed this term, No activity in a year, New Member from past term or Inactive with balance. Hover over a reason to see why the member was flagged. The Cleanup tab doesn't find duplicate members; see Fix duplicate members.
Fix members the Cleanup tab flagged
For each row, do one of these:
- Use the suggested fix, like Move to Alumni or Mark as dropped.
- Choose a Keep option to hide the row until next term.
- Choose Don't flag again.
Apply suggested fixes applies every suggested fix in the table at once. Cleanup never archives anyone. To remove someone, see Archive a member.
Fix duplicate members
A duplicate is the same person on your roster twice. MyGreek won't let two active members in your chapter share an email, but the same person can still appear twice with different emails.
How duplicate members happen
- Join links. Someone joins through your join link with a different email the second time, or rejoins after you archived them. Join links don't create a request for someone already on your roster with the same email, or the same phone and name.
- Added by hand after joining. You add or import someone who already joined through a join link under another email.
- Importing archived members. An import doesn't match members you've archived, so importing them again adds a new member.
Avoid duplicate members
- Before approving a join request, check the roster for the same name.
- Send join links only to people who aren't on your roster yet. Add or import current members instead.
- Restore an archived member instead of adding them again. See Restore an archived member.
Fix a duplicate member
- If only one record has charges or payments, archive the extra record and keep the one with their payments. See Archive a member.
- If both records have charges or payments, email support@mygreek.us before archiving anything. Tell us which record to keep.
What happens next
- Status change or revoked login: the member stays on your roster with their charges, and bills and reminders continue while they owe.
- Archive: the member leaves your roster and can't log in. Bills and reminders stop, and open payment plans are canceled with no email to the member.
- Support merges a duplicate: the duplicate's charges and payments move onto the record you keep, and its balance is recalculated. Other details, such as parent contacts, groups, roles and custom field values, aren't moved. Add any you need to the record you keep. The extra record is then removed.