Delete your account and archive your club

Three things that are easily confused

• Archiving the club: closes the whole club with all its lists and all its accounts. Only the owner may do this.
• Deleting your account: affects only your own sign-in – your email address and your password. Everyone does this for themselves.
• Archiving a single member account: closes one member's account while the club carries on. This is done by the administration.
• Archiving deletes nothing: bookings, settlements, the cash book and invoices all stay fully readable. Deleting an account, by contrast, removes the person's sign-in and email address; their accounts stay in the lists with names and bookings.

The right order

As long as you own a club that has not been archived, your account cannot be deleted – the club would be left without anyone responsible for it. You have two ways out: hand ownership to someone else, so the club carries on and you only delete your account afterwards; or archive the club and then delete your account.

Archived clubs no longer count. So once you have archived your club, you can delete your account without having to hand anything over.

Archiving a club deliberately leaves your own account intact – otherwise you could not take the second step at all. Deleting it is a separate, deliberate act.

Hand over ownership – step by step

1. In the administration (/admin), open “Organization” → “Master data”. There you will find the section “Transfer ownership” – only the owner can see it.
2. Click “Transfer ownership” and enter the e-mail address of the new owner, for example the club's own mailbox. The person does not have to be a member yet.
3. Read the confirmation and click “Send transfer”. The person receives an e-mail with a link; it is valid for seven days and only once. Nothing changes until it is accepted, and you can withdraw the transfer at any time.
4. The person opens the link, signs in with exactly this address – or signs up with it if they have no login yet – and clicks “Accept”. It cannot be accepted with a different address.
5. From then on they are the owner and you are an administrator: you keep access, but only the new owner can create or delete lists and archive the club. They also become owner in every list, and you become a manager there. You receive a confirmation by e-mail. Member accounts stay unchanged; invoices without a separate billing address go to the new owner from then on.
6. Anyone who already owns as many clubs as their quota allows can only accept once support has raised the quota. If you then want to leave the club entirely, the new owner can remove you under “Members & roles” – or you delete your account as described below.

What has to be in place before a club can be archived

• You are the owner of the club. Being an administrator with management rights is not enough.
• The subscription is cancelled. A cancellation that takes effect at the end of the term is enough – you do not have to wait for the term to run out. You cancel in Administration under “Contract & payments” → “Plan & invoices”; the “Plan & invoices” entry in the admin area of the WebApp or app leads there.
• All accounts are settled, down to the cent: no outstanding debts, no leftover credit. So collect debts, pay out credit and settle up. Accounts and lists that are already archived no longer count.

Archiving a club – step by step

1. Open the place where it lives – only the owner can see it. In Administration (/admin): “Organization” → “Master data”, right at the bottom in the section outlined in red. In the WebApp or app, “Settings” → “Admin area” → “Master data” (group “Organization”) leads there; in the WebApp on the computer, the “Admin area” menu item → “Master data” or “Administration ↗” at the top right.
2. First cancel the subscription if one is still running, and settle all accounts. Both are checked.
3. Click “Archive club”. A panel opens with a warning and one input field.
4. Type in your own email address, exactly as it is stored in your account.
5. Click “Send confirmation link”. We will email that exact address. If nothing arrives, check your spam folder.
6. Open the link in the email. It is valid for two hours and can be used only once. The link on its own archives nothing – it just shows a page describing what is about to happen.
7. Read that page and click “Archive club permanently” on it. Only this click archives the club. If the link has expired or has already been used, simply start again at step 3.

What archiving does to the club

• The club, all its lists and all its accounts are marked as archived and locked. Nothing can be booked on them any more.
• All current sessions end immediately; open invitations and connected devices are revoked.
• The club no longer counts towards your quota of three organisations – so you can create a new one.
• The club's billing email address and the addresses of open invitations are released: they accept no more mail for the club and can be used again elsewhere.
• Members who no longer hold an account or membership in any other club lose their sign-in; their email address is released as well. Anyone who is still involved elsewhere notices nothing.
• Your own account stays, and you remain signed in: in the WebApp and app you simply carry on. While that session lasts you can also create a new club straight away. If you sign in to Administration later, you will find only your own account and the help there – along with the button for deleting your account.

Deleting your account – step by step

1. Open your sign-in details – even without a club, all three ways lead there. In the WebApp or app: “Settings” → “Access & security”. In the WebApp on the computer: the “Account” page, next to changing your password. In Administration (/admin): the group “My access” → “My sign-in”.
2. Check whether you still own a club anywhere. If you do, the process stops with a message – hand the club over to someone else or archive it first.
3. Click “Delete account” and type in your email address, exactly as it is stored in your account.
4. Click “Send deletion link”. We will email that address.
5. Open the link in the email. It, too, is valid for two hours and only once, and it, too, deletes nothing yet – it only shows the confirmation page.
6. On that page, click “Delete account permanently”. That is it.

What happens when an account is deleted

• Your email address is removed everywhere – from the account, from invitations and contacts. It is thereby released and can be used to register again.
• Password, sign-ins via other providers and running sessions are removed, and all open links and invitations expire.
• Your memberships and roles end. Accounts that were linked to you are detached from the login: they stay in their lists with name, bookings, balance and PIN – as accounts without sign-in that can still be used with member code and PIN or by QR code. Your profile picture is deleted.
• The club thus keeps its books straight and can carry on, settle or archive these accounts.
• A balance does not prevent you from deleting your own account – it stays on the account. Even so, settle open amounts with the club beforehand.

Closing a single member account

1. Open the club's accounts: in Administration under “Journals & accounts” → “Accounts”, in the WebApp or app under “Settings” → “Admin area” → “Accounts”, in the WebApp on the computer under “Admin area” → “Accounts”.
2. Settle the account. It has to stand at zero – neither debt nor credit. If it does not, the notice “Account not settled” also offers “Transfer balance” to another account of the list.
3. Archive the account for good – only the owner may do this: in Administration with the bin icon in the account's row, in the WebApp and app in the opened account with “Archive account”. Here too you type in your own email address and confirm a link from the email, with the same two hours of validity.
4. For the everyday case of “a member has left”, there is also the ordinary archiving of an account in the administration – likewise only with a balance of 0. It closes the account for the list and revokes open invitations and linked logins for that account; the person's own login stays. “Restore” (under “Show archived accounts”) brings the account back.

What happens to the data

• Invoices stay. They are subject to statutory retention – they are neither deleted nor anonymised, whether a club is archived or an account deleted.
• Bookings, settlements and the cash book stay readable – both when archiving and when an account is deleted, with the names of the accounts.
• Email addresses are released – both when archiving and when deleting an account. The old address then accepts no more mail and can be used again.
• When an account is deleted, password and email address disappear completely. The club keeps name, nickname, date of birth and PIN of the accounts.

Change your email address, leave a list, remove your address

• Change your email address: in “Account settings” with “Change email”. A confirmation link goes to the old and to the new address (page /change-email); the new address only applies once both are confirmed.
• Leave a list: in “Account settings”, “Leave list” removes your email address from this one list. Your account stays there with name, bookings and credit as an account without sign-in (PIN/QR). If you are signed in with member code and PIN, use “Remove my address”. As owner you can only do this after transferring the organization.
• Decline an invitation: every invitation email contains a link for declining. Confirm on the “Decline invitation” page – then your address is removed from the invitation.
• Remove your address everywhere, even without signing in: on the page /remove-email (link “Remove email address” at the bottom of every page), enter your address and confirm the link from the email. It is then removed from all lists, invitations and contacts, and a login with this address is deleted; your accounts stay with name, bookings and credit.
• Only hide a list: if you no longer want to see a list but stay a member, choose “Hide on this device” – in the app under “Settings” at the list (also by swiping), on the computer in the list dialog at the top. This applies to this device only; rights and data stay. Under “Hidden lists”, “Show” brings it back. The last visible list cannot be hidden.

If you get stuck

• A message that a subscription is still running for this club: cancel it under “Plan & invoices”. Cancelling at the end of the term is enough.
• A message that accounts in this club are not yet settled: collect debts, pay out credit, then settle up. You will find the open accounts in the account list.
• A message that you are the owner of an organisation: hand the club over or archive it first, then the account can be deleted.
• A message asking you to enter your own email address exactly as stored: the address has to match the one in your account character for character. Upper and lower case do not matter.
• The link has expired or has already been used: just request a new one. A link is valid for two hours and exactly once.
• The archiving section is nowhere to be seen: then you are not the owner of this club but an administrator or a member.
• “After archiving I can hardly see anything in the administration”: that is how it is meant to be. Without a club, only your own account and the help remain there. That is enough for deleting your account, and the app gets you to your account settings in any case.