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Deleting participants

Deleting a participant permanently removes them and their associated data from Mindchart. This action cannot be undone and should only be used in specific situations.

In most cases, archiving a participant is the recommended option instead.

Important: deletion vs archiving​

Before deleting a participant, it’s important to understand the difference.

Archiving a participant​

  • Keeps questionnaire results and notes
  • Removes the participant from active lists
  • Can be reversed
  • Recommended for completed episodes of care

Deleting a participant​

  • Permanently removes the participant record
  • Removes associated questionnaire data and notes
  • Cannot be undone
  • Should only be used when deletion is required

If you’re unsure, archive the participant rather than deleting them.

When should a participant be deleted?​

Deleting a participant is usually appropriate when:

  • A participant record was created in error
  • A duplicate participant exists and you’ve confirmed which record to keep
  • Your organisation needs to comply with a data deletion or right-to-erasure request
  • The participant record contains incorrect personal information that should not be retained

Step-by-step: delete a participant​

  1. Go to Participants
  2. Search for and open the participant you want to delete
  3. Select Delete in the top right corner
  4. Review the warning message carefully
  5. Confirm deletion

Once confirmed, the participant and their data will be permanently removed.

What happens when a participant is deleted?​

When a participant is deleted:

  • The participant record is removed
  • All associated questionnaire results are removed
  • All participant notes are removed
  • The participant will no longer appear in reports or exports

This action cannot be reversed.

Permissions and access​

  • Only users with the appropriate permissions can delete participants
  • In team or organisational workspaces, deletion affects all users
  • If you don’t see the delete option, you may not have permission

Contact your workspace administrator or the Mindchart team if you’re unsure.

Data protection and governance​

Deleting participants may be required to meet legal or regulatory obligations (such as data protection requests).

Mindchart supports deletion, but it’s your responsibility to ensure:

  • Deletion is appropriate
  • Internal records and policies are followed
  • Deletion requests are documented where required

If you’re unsure whether deletion is appropriate, contact the Mindchart team for guidance.

Troubleshooting​

I can’t delete a participant

  • Check your permissions
  • Confirm you’re viewing the participant record, not a list view

I deleted the wrong participant

  • Deletion cannot be undone
  • Contact the Mindchart team immediately for advice, but recovery may not be possible