Allotmin

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Members and plots

Deleting a member or a plot

Delete a member or plot, and what is removed and kept.

Deleting a member or a plot cannot be undone. Before Allotmin deletes the record, a confirmation page lists what will be deleted and what will be kept.

Delete a member

  1. Go to Members.
  2. Open the member's actions menu and select Delete.
  3. Read the confirmation page.
  4. If requested, type the member's name.
  5. Select Delete followed by the member's name.

When a member cannot be deleted

A member cannot be deleted while they hold a deposit or a key. The confirmation page lists what they hold. Return or forfeit each deposit first. See Keys and deposits.

Typing the member's name

If the member has invoices or correspondence, you must type their name to confirm. If nothing has been recorded against the member, you do not need to type their name.

What is deleted

  • invoices, and the payments recorded against them
  • charges and concessions on those invoices
  • correspondence, including attached files
  • their waiting list place. Everyone behind them moves up one position.
  • their membership of member groups
  • links to their plots for partners and co-workers

What is kept

  • their plots, which become vacant
  • inspections, which keep the member's name
  • settled deposits, which keep the member's name

Note: To keep a copy of the member's records, download your data before deleting.

If a member has left, you can end their tenancy instead of deleting them. See Assigning a plot to a member.

Delete a plot

  1. Go to Plots.
  2. Open the plot's actions menu and select Delete.
  3. Read the confirmation page.
  4. Select Delete plot followed by the plot number.

When a plot cannot be deleted

A plot cannot be deleted while someone holds it. End the tenancy first. The confirmation page includes a link to the plot holder's Manage plots page.

What is deleted

  • the plot's inspection history, including photos
  • links to the plot for partners and co-workers

What is kept

  • invoices from previous years, which still show the plot number

A vacant plot can be kept indefinitely. If you no longer use a plot but want to keep its history, leave it vacant instead of deleting it.

More on members and plots

Adding members and plots

How to add plots and members to Allotmin.

Importing members or plots from a spreadsheet

Import members or plots from Excel, Numbers or Google Sheets.

Assigning a plot to a member

Assign a plot to a member from the member's record or from the plots list.

Setting plot fees by area

Set every plot's fee from one rate per square metre.

Member groups

Group members together to email, charge or discount them.

Recording something Allotmin does not have a field for

Add up to three custom fields to every member record.

Partners, co-workers and social members

Link a member to a plot they do not hold, and bill for them on the plot holder's invoice.

Keeping a record of contact with a member

Record phone calls, letters, conversations and complaints against a member.

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