Clean-up tasks

Cleanup tasks are used to delete all guest or event data that is not legally or fiscally relevant.

However, you should bear the following things in mind when creating clean-up jobs:

• The guest or event data that you remove with the help of cleanup jobs will be irretrievably deleted!
• It is therefore essential that you check the settings you have made to prevent accidentally deleting data that you still need.
• Excluded from the deletion are the protocols of the declarations of consent, as well as all tax-relevant information. You will still find these in the event.

With this cleanup job, you can automatically delete all guest data that is not assigned to any event or is assigned to an expired event.

All data is deleted except for logs of consent forms and tax-relevant information if the guest has already been checked in to the event.

This is how you create a job to clean up the guest data:

• Go to the menu item "Settings" and switch to the tab "Clean-up tasks"
• Click on "+Create new"
• Choose the type "Clean up guest data"
• Status
  If you activate the “Automatic deletion active” option, the corresponding guest data will always be cleansed automatically overnight. If you only want to prepare the cleanup job but do not want to use it yet, deactivate this option!
• Also remove guests from past events
  If you activate this option, the data of contacts who are in events that have already expired will also be deleted. In order to do this, enter the desired number of days that should elapse after the event expires before the guest data is deleted.
  
  Note: The data of guests who are in events without a date will not be affected by this!
• Agreements
  Here you can select which consents the guest must have agreed to or not agreed to in order for their data to be deleted.
• Keywords
  Here you can select one or more keywords that must be assigned to the guest in order for their data to be deleted.
• Campaigns
  Here you can select one or more campaigns that must be assigned to the guest for their data to be deleted.
• Notifications
  If you activate the option “Inform guest about the deletion of their data”, you have the option of automatically sending an email to guests who are affected by the deletion, informing them that their data has been deleted. You can define the text of the email here.
• Click on "+Create new"

With this cleanup job, you can automatically delete expired events after X days, including all event-related guest data.

The guest's master data remains in the address book. However, they can be removed with the “Clean up guest data” cleanup job. The guests are not notified about the deletion of the event.

This is how you create a job to clean up expired events:

• Go to the “Settings” menu item and switch to the “Cleanup tasks” tab
• Click on "+Create new"
• Select the type “Delete expired events”
• Status
  If you activate the “Automatic deletion active” option, the corresponding event data will always be purged automatically overnight. If you only want to prepare the cleanup job but do not want to use it yet, deactivate this option!
• Delete X days after expiry
  Here you enter the desired number of days that should elapse after the event before the event data is deleted.
• Click on “+Create new”

With this purge job, you can automatically delete all guests who have registered but have not yet confirmed their registration via DOI email after X days.

If the contact is also a guest at another event, the guest data is retained. The guests will not be informed of the deletion.

This is how you create a job to clean up unconfirmed registrations:

• Go to the “Settings” menu item and switch to the “Cleanup tasks” tab
• Click on "+Create new"
• Select the type “ Clearing of unconfirmed registrations”
• Status
  If you activate the “Automatic deletion active” option, the corresponding guest data will always be purged automatically overnight. If you only want to prepare the cleanup task but do not want to use it yet, deactivate this option!
• Delete X days after registration
  Here you enter the desired number of days that should elapse after registration before the guest data is deleted.
• Click on "+Create new"

With this cleanup task, you can automatically set expired events to “Offline” status X days after the end date.

The offline status has the advantage that events in this status do not count towards the maximum number of simultaneously running events in your subscription.

If the contact is also a guest at another event, the guest data is retained. The guests will not be informed of the deletion.

This is how you create a job to set expired events offline:

• Go to the “Settings” menu item and switch to the “Cleanup tasks” tab
• Click on "+Create new"
• Select the type “Set expired events offline status”
• Status
  If you activate the “Automatic offline status active” option, the corresponding events are always cleaned up automatically overnight.
  If you only want to prepare the cleanup job but do not want to use it yet, deactivate this option!
• Set to "offline" status X days after expiry
  Here you enter the desired number of days that should pass after the event has expired before the events are set to “Offline” status.
• Click on "+Create new"

With this cleanup task, you can automatically set expired events to “Archived” status X days after the end date.

The archived status has the advantage that events in this status do not count towards the maximum number of simultaneously running events in your subscription.

This is how you create a job to set expired events to "Archived":

• Go to the “Settings” menu item and switch to the “Cleanup tasks” tab
• Click on "+Create new"
• Select the type “Archive expired events”
• Status
  If you activate the “Automatic archiving active” option, the corresponding events are always archived automatically overnight.
  If you only want to prepare the cleanup job but do not want to use it yet, deactivate this option!
• Archive X days after expiry
  Here you enter the desired number of days that should pass after the event has expired before the events are set to “Archived” status.
• Click on "+Create new"