15-May-2026 | v7.10.7 | New rules/exceptions building options and UI introduced
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Data Cleanup Rules
Data Cleanup Rules let you schedule automatic deletion of CRM records and module items, or run one-off manual cleanups to keep your site data tidy.
Data Cleanup Rules are found under 'Settings' > 'Data Cleanup Rules'. Here you can define scheduled deletion rules, manually run on-demand operations, and review past cleanup activity history.
All deletions made through Data Cleanup Rules are permanent. There is no recycle bin and records cannot be restored after deletion.
Data Cleanup Rules are available on the Business and Pro plans.
Auto Cleanup
The 'Auto Cleanup' tab lists all scheduled cleanup rules configured for your site. Each rule runs automatically based on a defined frequency and time, deleting records that match the specified conditions.
The rules list displays the rule Name, its Type (either CRM Records or Module Items), and its current Status (Enabled or Disabled). From the Actions column you can click the edit icon () to open a rule, or the delete icon () to remove it permanently.
Click "CREATE NEW" to add a new cleanup rule.
Creating a Cleanup Rule
When you create or edit a cleanup rule, you configure what data should be targeted, how it should be scoped, and when the rule should run. Use the fields below to define each rule.
A descriptive label for the rule. Used to identify the rule in the list and in the History log.
The category of data the rule will target:
- CRM Records - targets CRM entities such as Contacts, Form Submissions, and Orders.
- Module Items - targets items belonging to a site module, including custom modules and system modules such as Pages.
The specific data type to clean up, determined by the selected Type. For CRM Records this includes options such as Contacts, Form Submissions, and Orders. For Module Items this lists available modules including custom modules.
Defines which records are targeted for deletion. Each condition group consists of three parts:
- Condition Type - the attribute to evaluate (eg: Creation date, Last updated, Status).
- Condition - the comparison operator applied to the selected type (eg: Older than, Within last, Has order).
- Dynamic parameters - additional inputs that appear based on the selected Condition, such as a numeric value and period (eg: 2, Years), a multiselect list, or a date range.
Click "+ Create Rule Condition" to add additional conditions. To remove a condition, click the delete icon () on the condition row.
AND logic is applied between different Condition Types - a record must satisfy every condition to qualify for deletion. OR logic is applied within multiselect values of a single Condition - a record matching any of the selected values will satisfy that condition.
A permanent system notice is displayed indicating that records of the selected entity with active recurring subscriptions are always protected and cannot be removed.
You can also define additional exceptions using the same structured condition builder as Rule Conditions. Records matching a defined exception will not be deleted, even if they satisfy all Rule Conditions.
Click "+ Create Rule Exception" to add an exception. To remove an exception, click the delete icon () on the exception row.
The same condition cannot be selected in both Rule Conditions and Rule Exceptions simultaneously.
How often the rule should run:
- Daily
- Weekly
- Monthly
The day on which a Weekly rule will run. Visible only when Frequency is set to "Weekly".
The time of day at which the rule will execute, based on the site's configured timezone.
Activates the rule so it runs on its scheduled frequency. When enabling a rule for the first time, a confirmation popup will appear requiring you to explicitly acknowledge that deletion is permanent and irreversible before the rule can be saved as enabled.
Read-only. Displays the email address of the admin user who created or last saved the rule.
Click "SAVE" to save the rule, or "BACK" to return to the rules list without saving. To permanently delete the rule, click the delete icon () at the bottom right of the edit screen.
Manual Cleanup
The 'Manual Cleanup' tab lets you perform a one-time data cleanup without creating a scheduled rule. You define conditions using the same structured builder as Auto Cleanup, review the matching records, and delete them on demand.
Filtering Records
Click "ADVANCED FILTER" () to open the filter panel. Apply your criteria and click "FILTER" to load matching records into the results table. Use "RESET" to clear all filter values, or "CANCEL" to close the panel without applying changes.
The category of data to target: CRM Records or Module Items.
The specific record type to target, based on the selected Type (eg: Contacts, Form Submissions, Orders, or a specific module).
Defines which records appear in the results. Uses the same structured condition builder as Auto Cleanup - select a Condition Type, a Condition operator, and any required dynamic parameters.
For date-based Condition Types (Creation date, Last updated, Last login), Manual Cleanup also supports a Specific period condition, which provides a date range picker (from - to) to target records within an exact date window. This option is not available in Auto Cleanup.
Click "+ Create Rule Condition" to add additional conditions. AND logic applies between different Condition Types; OR logic applies within multiselect values of a single Condition.
Conditions that exclude records from the results. A permanent system notice indicates that records with active recurring subscriptions are always protected and will not appear in results.
Click "+ Create Rule Exception" to add additional exceptions using the same structured condition builder. The same condition cannot be selected in both Rule Conditions and Rule Exceptions simultaneously.
Results and Actions
After applying filters, matching records are displayed in a paginated table. The columns shown depend on the selected entity - for example, a Contacts result will show Name, Email, Type, Role, and Created Date Time.
You can select individual records using the checkboxes and click "DELETE SELECTED" to delete only those items. To remove all matching records at once, click "DELETE ALL". Either action will display a confirmation popup before any deletion occurs, with an option to export the data first.
The "EXPORT" button at the bottom of the results table lets you download a copy of the matching records as an Excel file before proceeding with deletion.
It is recommended to export your data before deleting, especially for large result sets, as deletions cannot be undone.
History
The 'History' tab provides a full audit log of all cleanup activity on your site, including both auto and manual deletions. Log entries are retained for 90 days and are automatically removed after that period.
History Filters
Use the filter controls at the top of the tab to narrow the log entries displayed:
Filter by data type: CRM Records, Module Items, or All.
Filter by how the cleanup was triggered: Auto Cleanup, Manual Cleanup, or All.
Filter entries by a date range selected from the date picker UI.
Filter by outcome: Success, Failed, or All.
Log Details
The history table is sorted by date with the most recent entries first. Each row includes the following information:
The date and time the cleanup ran.
For Auto Cleanup entries, a link to the rule that triggered the cleanup. Empty for Manual Cleanup entries.
The data type that was cleaned up: CRM Records or Module Items.
The admin user who created the rule or performed the manual cleanup.
Whether the cleanup was triggered automatically (Auto Cleanup) or manually (Manual Cleanup).
The number of records deleted in this cleanup operation.
The outcome of the cleanup: Success or Failed.
Two actions are available for each log entry:
- The preview icon () opens a summary showing the total number of deleted records and details of up to the first 50. If more than 50 records were deleted, a message will indicate that the full data is available via export.
- The download icon () exports an Excel file containing summarised information about all deleted records in that log entry.
Admin Users Permissions
Access to Data Cleanup Rules is controlled through Admin User Roles, found under 'Settings' > 'Admin User Roles'. The following permission levels are available for this section:
Allows the admin user to view the Data Cleanup Rules section, including all tabs and existing rules.
Allows the admin user to create new cleanup rules and run manual cleanups.
Allows the admin user to edit existing cleanup rules.
Allows the admin user to delete cleanup rules.