Handling Deceased Members and Contacts

It's always sad to learn that one of our own has passed on.
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To minimise further communications being sent to the former member's next of kin, we recommend taking the following actions.

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Most societies' constitutions will provide that a person's membership expires when they pass away.
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First, find the member in TidyHQ.
In the sidebar, click Contacts > All Contacts > search for the member > click on their name to bring up their contact page.

Scroll down to the Active Memberships section of the contact page.

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For each membership listed, click on the membership name to view the details.

Then, in the Subscriptions section, click Cancel Subscription.

The Membership Status should now read "Cancelled".​

If you wish to refund the membership and it was paid by card via TidyHQ and that card is still active, this can be done from the Transactions view.

Return to the main view for the member and click Finances in the left-hand column.

Scroll down to the Transactions section.

Click the dropdown gear icon ("Actions" column), select Refund, then add any necessary transaction references and click the blue Refund $... button.

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From the ​deceased's contact page, in the left side middle column, click the red Disconnect Account button. This will remove all saved payment details and ensure that all auto-renewing memberships are cancelled. An email will also be sent to the address on file.

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Click the Edit button in the top right corner of the Personal Information section of the contact page, or alternatively the Edit Details button in the left side middle column.
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In the Personal Info tab, about 10 fields from the top, is a checkbox called "Subscribed for messages".
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Make sure it's un-checked to prevent further messages from being sent to the contact.

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Edit the Last Name field to append the text "[DECEASED]".
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This serves as an immediate reminder to everyone handling the contact's information.

Take a moment to review and potentially remove other personal information if it is no longer needed.
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Scroll down and click Save to return to the main contacts page.

This can potentially be useful as a condition in Smart Groups.
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If necessary, create a new Group...
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From the contact view, scroll down to the Groups section then click Edit in the top right corner of that section:
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The checkboxes control the membership of any non-Smart Group. Ensure the "Deceased Members" box is checked.
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This might also be a good time to remove other groups.
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Scroll down and click Save to return to the main contacts page.
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