You will need the Locations permission to switch off, delete, merge or convert a location. Anyone with a campus limit, an organization limit or a campus override is refused all of these actions. Moving a campus to another organization also needs Full Account.
These five actions sound alike, but they do very different things to your records, and only switching a campus off can be reversed. Read the table before you choose one.
Action | Where | What happens to records | Preview | Can you undo it? |
Switch off | Is Active? in Edit | Nothing about records changes. With fewer than two active campuses, multi-campus turns off. | None | Yes. Switch it back on. |
Delete | Delete on the row, or the Actions menu | The location leaves every record. Nothing moves to another campus. | Yes, and you type DELETE | No |
Merge | Merge with... | Everything moves to the surviving location. | Yes | No |
Convert | Convert To Venue or Convert To Campus | Records lose the campus when it becomes a venue. | Yes, and you type CONVERT | No. Converting back restores nothing. |
Move | Move to another organization, inside Edit Campus | Records follow the campus. Financial records stay behind. | Yes | No. Moving back does not restore what was removed. |
Tip: If you contact One Church support about one of these, say which action you used or plan to use. The answer is different for each one.
Campus actions start from Settings & Tools (Cog icon in the tool-bar) > Campuses, and venue actions from Settings & Tools > Venues. How do I add, deactivate, or delete a campus? covers switching a campus off.
Delete a location
Delete removes the location from every record. It never moves records to another campus. If you want records to land somewhere else, use Merge instead. Naming a campus in the delete window is refused, and the window offers Merge.
Before anything happens, the window shows a count for each type of record, split into Only Here and Also Elsewhere. You type DELETE to confirm. The delete is all or nothing, and it is permanent.
What happens to records
Records only at that location become available to All, and people at it become unplaced. With more than one organization, a record or person with no other organization takes the campus's organization.
Records also at other campuses simply lose this one. If it was their primary campus, the primary becomes the lowest remaining active campus.
Financial records stay in their organization.
Its address, facility requests raised for it, approvers, campus overrides there and workflow campus branches are deleted.
Workflow set-campus steps, form answers and app devices that named it are cleared.
A form access rule or dashboard sharing rule that named only this campus is removed. The form or dashboard stays limited by its other rules, so nothing opens to everyone.
When delete is refused
A room or item at the location has a booking, an event, a check-in room or check-in history. Unused rooms and items are deleted with the location.
A role, or a staff member who can sign in, has a limit holding only the campuses being deleted. The window names them, links to their limit and offers Merge instead.
With more than one organization, deleting would give someone else more access than you hold yourself. Merge instead.
Merge two locations
Merge folds one location (the source) into another (the survivor). Everything that names the source moves to the survivor: records, primary campuses, rooms and items with their bookings, requests, approvers, rules, limits, overrides, workflow set-campus steps and branches, saved campus selector choices and scheduled reports.
The survivor keeps its own name, type, description, address and time zone. The source's address and custom field answers are deleted.
What staff notice
Staff limited to the source now reach the survivor, and staff limited to the survivor now reach the source's records.
A campus override moves to the survivor, unless that person already has an override there. In that case the survivor's override stays and the source's is removed. The preview names these people.
If the two campuses are in different time zones, clock times are kept as entered.
When merge is refused
You cannot merge a location into itself, a campus with a venue, two campuses in different organizations, or into a survivor that is switched off. A switched-off source is fine.
Convert between campus and venue
Convert is the only way to turn a campus into a venue, or a venue into a campus. Choose Actions, then Continue, and type CONVERT to confirm. Converting back afterwards restores nothing. What is the difference between a campus and a venue? explains which one to use.
Campus to venue
The campus is removed from every record, in the same way as a delete. There is no booking check.
Rooms, items, requests, approvers, the address and form answers stay.
Campus limits and campus overrides there are removed. A form or dashboard rule naming only this campus is removed, and the form or dashboard stays limited by its other rules.
Its own time zone is cleared, and its rooms and items keep their clock times.
While multi-campus is on, converting is refused if a role, or a user bound by their own limit, has a limit holding only this campus. The window names them.
Venue to campus
Nothing is placed at the new campus and no limits change. Its rooms become limited to staff with access to the campus, and it takes its organization's time zone. With more than one organization you must choose its organization. Converting a venue can turn multi-campus on.
Move a campus to another organization
Open the campus, choose Edit, and use the Move to another organization link. A preview shows what will move and which financial records stay behind.
Moving needs two or more active organizations. You cannot move a campus to an archived organization or to the organization it is already in. To move a venue, change its organization in Edit Venue instead.
What moves and what stays
Records follow the campus, and nothing is copied. A record that is also at a campus outside the new organization now spans both organizations.
Designations, batches, journal entries, bills, budgets, giving portals and campaigns keep their organization and books, and lose the campus. One left with no campus becomes available to its whole organization.
Limits do not change. If this is the old organization's last active campus, the window warns you and lists the campus-limited users who lose it.
A campus with its own time zone keeps it. A campus that inherited its zone takes the new organization's, and if that changes the zone you choose how times are handled.
Its app version assignment is deleted.
People who belong to the whole of another organization lose this campus as their Campus Attended.
Payments on moved records
Events, forms, groups and positions that leave lose the old organization's merchant account, and forms also lose its designations and pledge campaigns. They then charge the new organization's default merchant account, and take no payments if it has none. A moved form takes no donations or pledges until someone picks the new organization's designations and campaigns. A form available at every campus keeps them.
Warning: Check the preview for records whose card sign-ups will be refused because their form keeps the old organization's designations, and fix those forms right after the move.