Understanding Auto Inactivate & Auto Archive

People Module Automation Settings

Contents

• Where to Access These Settings
• Auto Inactivate: What It Does
• Auto Archive: What It Does
• Reactivation Behavior
• What Does Not Count as Activity
• How to See a Person’s Status
• Why Use These Settings

🔧 Where to Access These Settings

1. Go to People > View People or open any Custom List.
2. In the top-left corner of the list view, click the gear icon to open the Person List Defaults modal.
3. Locate the settings:
   • Auto Inactivate
   • Auto Archive

Each setting lets you choose from: Disabled, 1, 2, 3, 4, 5, 6, 9, 12, 18, or 24 months.

🟢 Auto Inactivate: What It Does

If enabled, this feature will automatically mark a person as inactive if they have had no qualifying activity for the selected time period.

✅ What Counts as Activity?

The following will reset a person’s activity date, prevent auto inactivation, and reactivate them if currently inactive:

• An admin manually changes their status to “Active”
• They (or an admin) register them for an event
• They give online (including automated recurring gifts)
• They submit an online form
• They are recorded as attending a gathering or event
• An admin user records a new income/expense transaction linked to them
• They start or renew a membership (for those using the memberships module)

📦 Auto Archive: What It Does

If enabled, Auto Archive will archive people who are already marked as inactive and have remained inactive for the specified number of months.

Example:

• Auto Inactivate: 6 months
• Auto Archive: 12 months
• Result: Person is archived 18 months after last activity

🔄 Reactivation Behavior

If an inactive person takes a qualifying action, they will be marked active again automatically.

If they were archived, they’ll also be unarchived automatically.

Note: If an admin manually unarchives someone, their status stays inactive unless changed manually or triggered by a qualifying activity.

🛑 What Does Not Count as Activity?

These actions do not reset activity or trigger reactivation:

• Person logs in to Personal Hub but does not do a qualifying action
• Added or removed from a group
• Tag/classification/list changes
• Household or family updates
• Emails or texts sent to them

These are excluded intentionally, as they don’t reflect meaningful participation.

👁️ How to See a Person’s Status

• Use More Filters > Active in any People list
• On a person’s profile:
  • Active
  • Inactive

✅ Why Use These Settings?

These tools are optional—but recommended for churches that want to:

• Keep people records clean and up-to-date
• Stay focused on currently engaged members
• Avoid confusion during scheduling or communication

They’re a simple but powerful part of long-term data hygiene and member engagement tracking.