Hide a Customer vs Delete Permanently

Two very different actions

Passtastic gives you two ways to remove a customer from your list, and they do very different things. Mixing them up matters — one is a tidy-up you can undo, the other can't be undone.

Hide customer

This is the everyday tidy-up you'll use most. When you hide a customer:

• They disappear from your main list and move into the Hidden by you segment.
• Their wallet card, balance, and history are all preserved — nothing is lost.
• You can bring them back at any time: open the Hidden by you segment and click Restore.

Use this whenever there's any chance you'll want the customer back — it's the safe default.

Delete permanently (GDPR erase)

Delete permanently is a separate, much more serious action for when a customer asks you to erase their data entirely (a GDPR "right to erasure" request, for example).

• It permanently removes the customer and their entire history from Passtastic — visits, points, messages, everything.
• It immediately revokes their wallet pass, so the card disappears from their Apple Wallet or Google Wallet.
• This cannot be undone. There's no "Hidden by you" segment, no Restore button — once it's done, the data is gone.
• To confirm, you must type the customer's name exactly (or the word `DELETE`, if they don't have a name on file). This is deliberate friction — it stops an accidental click from erasing someone's record.

Only reach for this when a customer specifically wants their data gone. For everyday list clean-up, use Hide customer instead.

Where to find "Delete permanently"

1. Open Customers from the sidebar and click the customer to open their detail panel.

2. Open the ⋯ overflow menu.

3. Choose Delete permanently.

4. Read the warning, type the customer's name (or `DELETE`) to confirm, and click Delete forever.

Who can do this

• Hide customer — available to Editor role or higher, same as other customer actions. Viewers don't see it.
• Delete permanently — restricted to Admin and Owner. Editors and Viewers won't see this option in the overflow menu at all.

See Team Roles & Permissions for the full breakdown of what each role can do.

:::faq What's the difference between "Hide customer" and "Delete permanently"? Hide customer tucks the customer out of your list — their wallet card, balance, and history are preserved, and you can bring them back with Restore from the Hidden by you segment at any time. Delete permanently is a separate, admin-only action that erases the customer and their history for good and revokes their wallet pass. It cannot be undone. :::

:::faq I just need to clean up my customer list — which one do I use? Hide customer. It removes them from your everyday view without losing anything, and you can always restore them later. Save Delete permanently for actual data-deletion requests. :::

:::faq A customer asked me to delete all their data. What do I do? Use Delete permanently on their profile. It removes their record and history entirely and revokes their wallet pass — this is the GDPR-erasure action. Only an Admin or Owner can do it. :::

:::faq Can I undo "Delete permanently" if I confirm by mistake? No. Unlike Hide customer, there's no Restore option — the record is gone. That's why it requires typing the customer's name to confirm before it runs. :::

:::faq Why do I have to type the customer's name to delete permanently? It's a safeguard against accidental clicks, since this action is irreversible. Type the customer's exact name as shown in the prompt (or `DELETE`, if the customer has no name on file) to enable the Delete forever button. :::

:::faq I'm an Editor — why don't I see "Delete permanently"? It's restricted to Admin and Owner roles because it's irreversible and removes data entirely. Editors still have full access to Hide customer and Restore. :::