Database: Processing "No Longer at Church" Emails

⚠️ Crucial Safeguard (Check First)

Billing Email Check: Before making any contact or church updates, check if the departing person is listed as the billing email. If they are, STOP. This requires a separate billing update process. Do not proceed with the steps below.

Scenario 1: Contact moved to a new church (and provided a new contact for the old church)

1. Verify Records First

• Search Email First: Look up the customer's new email address in the CRM before making any modifications to avoid incorrect overwrites or duplicate creation.
• Search Church: Check if the new church already exists in the system.

2. Update the Departing Contact

• Link New Church: Move the contact to the new church record (create the church record using exact spelling if it doesn't exist).
• Update Email: Update their contact record with their new email address.
• Merge if Duplicate: If their new email address is already tied to an existing record, merge the duplicate records immediately, keeping the active email primary.

3. Create/Update Old Church Contact

• Create a new contact record for the replacement person provided for the old church, or link them if they already exist.

Scenario 2: Contact left the church entirely (and provided a new contact)

1. Evaluate the New Contact

• If the replacement person is NOT in the system: Completely update the current contact record's fields (Name, Email, etc.) to reflect the new person.
• If the replacement person IS already associated with the church:
  1. Go to the departing person's contact record.
  2. Disconnect them from the church record.
  3. Opt the old email out of communications.