How to delete last year's database

How to delete last year's database

Overview

In this article, we will discuss why you would or would not delete your database, then explain how to delete all or part of your database.  We will also discuss the effect on approving applications in the Application Portal the next year.  

If you are not sure if you should delete your database or not, contact your AGS Account Representative.  It is recommended to meet with your AGS Account Representative in the off-season to set up the account for next year.  

Why should I keep or delete your database

Some communities like to keep their database from year to year.  Some prefer to delete the whole database and start from scratch each year.  

Reasons to keep your database

  1. Clients that manage memberships onsite and interact with members face to face.  They use both the application portal and process memberships in-person. 
  2. Classic Pass clients that wish to reuse passes year after year - barcodes are kept
  3. Communities with low turn over
  4. If the expiration dates for everyone are Never

Reason to delete your database

  1. Clients that don't use passes
  2. ePass Only clients that make applicants reapply every year
  3. Clients that do 99% of management through the Application Portal, and rarely manage memberships in the Membership Portal
  4. Communities with lots of move outs and new patrons
  5. "Flash Pass" communities that get new passes each year

How to delete your database

  1. From the Membership Portal, click OPERATIONS
  2. BEFORE DELETING: AGS recommends downloading a copy of your membership list
    1. Click EXPORT MEMBERS to download a copy
  3. Scroll down to the Bulk Delete section
  4. Click DELETE ALL MEMBERSHIPS
  5. Click DELETE on the confirmation screen
  6. You cannot reverse this operation.  Only do this if you are sure it is what you want.  

How to delete part of your database

You have a few options to delete part of your database.  
  1. Delete a specific Membership Type
    1. You may want to do this to clear out certain groups of memberships, like Non-Residents
  2. Delete Expired Memberships
    1. Some clients like to do this in the summer, so they keep the current year's membership for next year, but old memberships are cleared out
  3. Delete Limited Members
    1. If you are using the Limited feature, for passes like Nanny Passes or Season Long Guest Passes, this button deletes them


Effect on the Application Portal

  1. If you delete your database every year, you will continue to click CREATE NEW MEMBERSHIP when approving applications.  
  2. If you keep the database, you will Match existing memberships when approving.  To read this article for more details on matching: CLICK HERE.