Introduction

When a member of your choir decides to leave, it's important to ensure their transition out of the group is smooth and that their account is appropriately updated in Choir Genius. This guide provides a step-by-step process for managing a departing singer's account. Each step is designed to be easy to follow, ensuring you can handle the process confidently.

Step 1: Cancel Active Subscriptions

1. Navigate to the Store option in the main menu.
2. Select Manage Orders.
3. Use the search bar to enter the departing member's name. This action will display all orders associated with their name.
4. Identify any active subscriptions and click the Cancel button for each. This will prevent any future invoices from being generated.

Step 2: Update User Roles and Groups

1. Go to the user's account profile. This can be found in the main menu under Accounts > Manage Accounts. Select the user, and then click Edit to edit their profile.
2. Review and remove any roles that are no longer applicable, such as the "Member" role. This is crucial as roles determine access privileges.
3. Remove the user from any subgroups or labels they no longer need to be part of. If the user is a parent, or they are a minor chorister with connected parent accounts, ensure you also remove the "Parent" role from those accounts along with any associated subgroups and labels.
4. By removing the "Member" role, the user will no longer appear on the "Members" page, but their account will still be visible on the "Manage Accounts" page.

Step 3: Manage Communication Preferences

1. Consider adding the departing member to an outreach mailing list, such as "Alumni" or "Fans," to keep them informed about public events and shows. Do this using a label, or a subgroup.
2. If you prefer not to contact the member in the future, change their contact preference to Do Not Contact. Note: Do not use this setting if you are adding them to a mailing list, as it will prevent any mailing list emails from being sent to them.

Step 4: Block User Account

1. If necessary, you can block the user's account to prevent them from logging in. This will also stop any emails (notifications, mailing list emails) from being sent to them.
2. To block an account, navigate to their profile, click Edit, and change their status to Blocked. Blocked users will still appear on your "Manage Accounts" page when you filter for blocked accounts.
3. Be cautious with this setting if the member might purchase tickets for future performances, as blocking their account will prevent them from interacting with the store.

Step 5: Delete User Account (If Required)

1. Depending on your choir’s data management policies, you may need to permanently delete the user's account.
2. To delete an account, navigate to their profile, click Edit, and then select Delete.
3. This action will permanently remove all of their information from the system, although their past orders/invoices will remain but will be anonymized to show [deleted].
4. Note: Deleted accounts cannot be recovered.

Conclusion

Handling the departure of a choir member with care ensures a professional and respectful process. By following these steps, you can manage their exit smoothly and maintain the integrity of your choir’s data.