How To Delete Contacts and Their Data

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This article provides a step-by-step guide to deleting contacts and their associated data in GHL Customer Care. It explains how the feature works, its implications, and best practices for maintaining data hygiene and troubleshooting common issues. Whether you’re removing outdated contacts or fulfilling regulatory data requests, this guide covers all you need to know.

TABLE OF CONTENTS

• Important Information When Deleting Contacts
• Best Practices
• Manual Deletion of Contacts
  • Step 5: Confirm Deletion
• Restoring Deleted Contacts
• Automating Contact Deletion Using Workflows
• Frequently Asked Questions
  • Why Can’t I Delete a Contact?
  • What Happens to Associated Data?
  • Can I Recover Deleted Contacts?
• Related Articles

Important Information When Deleting Contacts

• Only Admins can delete contacts to ensure data security and prevent accidental deletion.
• Deleted contacts can be restored within two months i.e. 60 days.
• Associated data, such as conversations, notes, and tasks, may also be deleted (based on system settings).

Best Practices

• Double-Check Before Deletion: Ensure you have selected the correct contacts to avoid accidental data loss.
• Backup Important Data: Export contacts to a CSV file before deletion for record-keeping.
• Regular Maintenance: Review and clean your contact list periodically to maintain data hygiene.
• Assign Permissions Wisely: Restrict deletion capabilities to Admins or trusted team members only.

BEFORE DELETING A CONTACT: Once a contact is deleted, all associated data such as conversations, notes, tasks, and activity history is permanently lost. Restoring a deleted contact will not recover this associated data. Please ensure to back up any important information before proceeding with deletion.
Double-Check Before Deletion: Ensure you have selected the correct contacts to avoid accidental data loss.
Backup Important Data: Export contacts to a CSV file before deletion for record-keeping.

Manual Deletion of Contacts

Step 1: Open Contacts Page

Navigate to the Contacts section in your GHL Customer Care dashboard.

Step 2: Select Contacts

There are two different ways to select contacts. You can either select all contacts on a page (or all contacts in your CRM) by clicking the checkbox in the header of the contacts list, or you can select individual contacts by clicking the checkbox next to their name.

Select one or more contacts by checking the boxes next to their names.

Step 3: Delete Contacts

Click the Delete button at the top of the contact list.

If you’re using a Smart List view and don’t see the trashcan (Delete) icon, make sure you’ve selected one or more contacts first. The delete icon will only appear after selection. If it still doesn’t show, you may not have the required admin permissions. Contact your account administrator to confirm.

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Step 5: Confirm Deletion

Confirm the deletion by typing DELETE in the confirmation text box.

BEFORE DELETING A CONTACT: Once a contact is deleted, all associated data such as conversations, notes, tasks, and activity history is permanently lost. Restoring a deleted contact will not recover this associated data. Please ensure to back up any important information before proceeding with deletion.
Double-Check Before Deletion: Ensure you have selected the correct contacts to avoid accidental data loss.
Backup Important Data: Export contacts to a CSV file before deletion for record-keeping.

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• Monitor the deletion status on the Bulk Actions page.

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Restoring Deleted Contacts

If you accidentally deleted a contact, deleted contacts can be restored within two months (60 days).

IMPORTANT: Restoring a deleted contact WILL NOT restore the associated data for that contact, which would include conversations, notes, and task. Please ensure to back up any important information before proceeding with deletion.

1. Navigate to Contacts > Restore.
2. Select the contact(s) to restore.
3. Click Restore to bring the contact back into the active list.
4. Confirm the selection to Restore the deleted Contacts.

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Automating Contact Deletion Using Workflows

GHL Customer Care allows the automated deletion of contacts using workflows. This is useful for removing unsubscribed, inactive, or invalid contacts.

1. Go to Automations > Workflows and create a new workflow.
2. Include the Delete Contact action in the workflow to automate the removal process.
3. Configure triggers, such as "Contact Tag" or you could create a new tag for these contacts (e.g., "Unsubscribed").
4. Test and activate the workflow.

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Frequently Asked Questions

Q: Does deleting a contact remove them from all campaigns?
Yes, deleted contacts are removed from all campaigns, workflows, and lists.

Q: Will deleting contacts affect my reports?
Deleting contacts may impact historical campaign metrics or email deliverability statistics.

Q: Can I delete multiple contacts at once?

Yes, you can bulk delete contacts by selecting multiple entries in the contact list.

Q: How do I ensure only Admins can delete contacts?
Review and update user roles and permissions in the Settings > My Staff section.

Q: Why Can’t I Delete a Contact?

• You may not have Admin permissions. Contact your account administrator for access.
• The contact may be part of an active campaign or workflow. Remove them from the campaign or workflow before attempting deletion.

Q: What Happens to Associated Data?

Associated data, such as notes, conversations, and tasks, will also be deleted unless specified otherwise. Review the Bulk Actions page for detailed status.

Q: Can I Recover Deleted Contacts?

Yes, within two months. Beyond that period, the data is permanently removed.

Related Articles

• Workflow Actions - Delete Contact
• How to Set Up Delete Contact Action
• Step-by-Step Guide: Restoring Deleted Contacts