It is possible to delete an occupier profile should they request that you remove all of their data. However, if an occupier moves out, we would suggest that you archive them.
This ensures that the occupier can no longer access your Fixflo system to raise issues. It also stops them from coming up under your Occupiers tab without a specific amendment to your search parameters. In addition - and maybe most importantly - it means you won't accidentally email them!
Fixflo will keep a record of all past issues for a minimum of 6 years.
To archive an occupier from your system, go to People > Occupiers from the left-hand navigation.
Next, simply click on the padlock icon to archive the occupier's profile in order to archive them:
You can always unarchive these occupiers if need be, for example, if you only wanted to archive someone temporarily:
Within Occupiers, simply change the filter titled 'Is account locked' to show 'Archived only', and you can locate your locked out occupier, and press the padlock icon again to unlock (open it).
Occupiers can also be archived from their individual profile by scrolling towards the bottom and hitting Archive. Additionally, if you are on an issue and click into the 'Related' tab, you can lock out occupiers from the property here.
Once an occupier profile has been archived, a button to Delete the profile will be available for GDPR purposes. Simply click via People > Occupiers, select the profile you have archived, scroll down and hit Delete occupier:
We recommend deleting an occupier if that is what they have requested. Once you've deleted the occupier, their profile will be anonymised, which means information such as their email address, phone number and name will be removed from Fixflo and all that will remain on their profile is their tenant number. This will appear on any issues the deleted occupier has been attached to instead of their name.