An overview on how Administrators with 'Delete Records' permissions may delete individual or vendor records in the Institution Account.
There are three different retention periods for record deletion from the system:
1. Test Records: Accounts marked as test records will be deleted within 24 hours.
2. Basic Information Only: If a user or vendor only completed the Residency, Personal Data, and Contact Details pages without generating any tax forms or 1042-S forms, their records will be retained for 12 months from the end of the registration year.
3. Tax Forms Generated: If any tax forms or 1042-S forms have been generated for a user or vendor, their records will be retained until April 15th of the fifth year following the end of the tax year for which they were registered.
Administrator Delete Permissions
Admin Owners will manage and control user access and permissions.
1. Login to your Calculus Account.
2. One the upper-right corner, click on Account.
3. Click on Administrators tab.
4. Click on the administrator and a side panel will appear.
5. Scroll to Permissions to add 'Delete Records' rights.
Manually Delete Records
The steps below are how to manually delete users and vendors in your Calculus Account.
1. Login to your Calculus Account.
2. On the left side menu, head to the Users tab.
3. Click on All Accounts.
4. Click on the record you want to delete, a side panel will open.
5. Scroll down until you find the option “For Deletion" and click it.
6. A pop-up message will appear to confirm the deletion.
7. The record will then be marked for deletion and will delete once the retention period ends.
8. After the account is deleted, you'll receive a notification detailing how many accounts were deleted.
9. When you click the hyperlink in the notification, you'll be redirected to a list of the deleted accounts.
Bulk Delete Records
1. Login to your Calculus Account.
2. On the left-side menu, head to the Users tab.
3. Click on All Accounts or your desired User List.
4. Tick the box next to each record you want to delete.
Info: You can select all users on that page by click on the tick box next on Username Column.
5. After you select the records, click on the Actions button.
6. A side panel will open, scroll down to the Mark Deletion option.
7. To mark users or vendors for deletion, click the red "Delete" button. Their accounts will be automatically deleted once the retention period ends.
8. After the accounts are deleted, you'll receive a notification detailing how many accounts were deleted.
9. When you click the hyperlink in the notification, you'll be redirected to a list of the deleted accounts.