Erase Participant Records

Use the erasure workflow when a participant record must be removed and ordinary tidy-up is not enough.

Article guidance

Participant erasure is controlled because records can be connected to events, applications, documents, notes, payments, invoices, communications, site plans, scanner history, and audit context. Removing the wrong record can create a bigger admin problem than keeping it.

When erasure is the wrong tool

Use correction when the record is right but one field is wrong.
Use merge when two records represent the same participant and both contain useful history.
Use withdrawal or rejection when the person is not attending a specific event but their directory record should remain.
Use notes or flags when the team needs context but the record is still operationally valid.

Before you start

Check whether the participant is linked to open or in-progress events.
Review documents, notes, payments, invoices, event history, and messages.
Consider whether a merge, correction, or flag would solve the problem without erasure.
Use the preview to understand what is linked before confirming anything.

How erasure works

Open the participant record: Find the participant in the directory.
Start the erasure workflow: Choose the data removal or erasure action.
Review the preview: SmartGig shows linked data and warns if active event records block the request.
Confirm only when appropriate: If allowed, the record is scheduled for deletion with a recovery window.