If a client or staff member has multiple profiles within your business, those profiles should be merged. Merging two profiles consolidates information such as attendance history and Purchase Options. Information from the Profile Details page (such as name, address, and phone number) isn’t merged if you perform the merge directly from a client’s profile. However, if you use the Duplicate Profiles Report to merge profiles, profile details will be retained, and you’ll be able to choose the information from each client’s profile you want to retain after the merge. For more information on what is merged when you merge profiles from either a client’s profile or the Duplicate Profiles Report, see Types of information below.
There are some cases where profiles can’t be merged. This is to prevent the loss of staff permissions or client profiles from other businesses when merging profiles. For more information, see Profile merge scenarios below.
This article explains how merging profiles works and what information is merged. To view step-by-step instructions on merging profiles from a client’s profile, see Merging two client profiles. See Duplicate Profiles Report to learn how to use the Duplicate Profiles Report to merge profiles.
When merging client information, keep the following information in mind:
- When a profile is merged into another, it may still appear in client reports for a brief time. This is because it can take up to 20 minutes for the UID of the merged profile to be removed from the system.
- If you merge a deactivated client profile with an active one, the new profile will remain activated after the merge.
- You can’t merge a client profile that’s using an inherited email address from a linked relationship profile. To merge the profiles, you must modify the client’s profile details and clear the Use [family member’s name] email checkbox.
In this article:
Profile merge rules
The table describes the various merge scenarios possible from a client’s profile or the Duplicate Profiles Report. The profile receiving the merged information will be the profile you’re merging from.
| Profile containing information to be merged | Profile receiving merged information | Is the merge possible using the client’s profile? | Is the merge possible using the Duplicate Profiles Report? |
| Client profile registered with one business | Client profile registered with one business | Yes. For more information, see Merging two client profiles. | Yes. For more information, see Duplicate Profiles Report. |
| Client profile registered with one business | Client profile registered with multiple businesses | Yes. For more information, see Merging two client profiles. | Yes. For more information, see Duplicate Profiles Report. |
| Client profile registered with multiple businesses | Client profile registered with one business | No | No |
| Client profile registered with multiple businesses | Client profile registered with multiple businesses | No | No |
| Client profile | Staff profile | Yes. For more information, see Merging two client profiles. Creating a staff profile will automatically generate an associated client profile, which allows you to easily switch between your client and staff profiles. | No |
| Client profile registered with multiple businesses | Staff profile registered with one business | No | No |
| Staff profile | Staff profile | No | No |
Type of information
The table describes the type of information that will be copied over from one profile to another when merging multiple client profiles.
For example, when profile A is merged with profile B, profile B will receive the merged information from profile A. The information that can be merged will be copied from profile A to profile B, and after merging, profile A will be deleted.
| Type of information | Is the merge possible using a client’s profile? | Is the merge possible using the Duplicate Clients Report? |
| Account balance – The account balance amount from profile A is added to the account balance of profile B. | Yes | Yes. If you’re using the Duplicate Profiles Report, the account balance of all the profiles that are being merged will be combined and added to the new profile. |
| Activity | Yes | Yes |
| Address | No | Yes |
| Alerts | No | No |
| Attachments | No | No |
| Attendance history | Yes | Yes |
| Client type – The higher priority client type will be retained after merging. Member is ranked the highest priority, followed by Pass Holder and Prospect. If you create a new client type, they will be listed as a top priority by default. You can change the priority of a client type as needed. | Yes | Yes |
| Communication settings | Yes
| Yes
|
| Contact log history | Yes | Yes |
| Contracts | Yes | Yes |
| Custom payment method balance – The balance of each custom payment method from profile A is added to profile B. Profile B will have two separate balances for each custom payment method. If profile A has a custom payment method that doesn’t exist in profile B, the custom payment method will be added to profile B, and the balance will be transferred from profile A to profile B.
| Yes
| Yes. If you’re using the Duplicate Profiles Report, the balance of the custom payment methods in each profile being merged will be added separately to the new profile. You’ll be able to view each balance separately in the new profile.
|
| Email address | No | Yes |
| Event payment plans – The balance of each payment plan from profile A is added to profile B. Profile B will then have two separate balances for each payment plan. If profile A has a payment plan that doesn’t exist in profile B, the payment plan will be added to profile B, and the balance will be transferred from profile A to profile B.
| Yes | Yes. If you’re using the Duplicate Profiles Report, the balance of each payment plan in each profile being merged will be added separately to the new profile. You’ll be able to view each balance separately in the new profile. |
| Filled Waivers | No | Yes |
| Flags | No | No |
| Name | No | Yes |
| Phone number | No | Yes |
| Purchase Options | Yes | Yes |
| Purchases | Yes | Yes |
| Relationships – Assigned payments (for example, profile A pays for all profile B’s transactions) are retained when profiles are merged. For example, profile A pays for profile B’s transactions. If profile A is merged with a different profile, the merged profile will continue to pay for profile B’s transactions. | Yes | Yes |
| Rewards points – The reward points from profile A are added to profile B.
| Yes | Yes. If you’re using the Duplicate Profiles Report, rewards points from all the profiles that are being merged will be combined and added to the new profile.
|
| Saved credit cards and ACH accounts | Yes | Yes |
| SOAP/QUICK notes | Yes | Yes |
| Tasks | No | No |
| Transactions | Yes | Yes |
| Upcoming schedule | Yes | Yes |
| Waivers – Each signed waiver is copied from profile A to profile B. If a client has signed the same waiver in both profiles, both signed copies will appear in profile B.
| Yes | Yes |
