Duplicates and merge
Use this page when the same person exists under two or more client profiles. In Business, you first decide which profile will remain the main one, then you move the selected history and data into it.
When to use this
Use merging when:
- one client has been added more than once;
- reservations, sales, or notes are split between different profiles;
- you want the team to keep working with one main profile going forward.
Before you start
- Open "Clients".
- Decide which profile should remain the main one. The profile marked as "Primary profile" stays and receives the merged data.
- At least two profiles are required for a merge.
- If you are not sure which profiles match, start from "Search duplicates".
Where you can start from
You have three convenient entry points:
- "Clients" -> menu -> "Search duplicates"
- "Clients" -> menu -> "Merge client profiles"
- From the menu of a specific row in the list: "Merge client"
When you start from "Merge client", that profile is already added as the first one. If another profile should stay as the main one, use "Set as primary profile" on one of the profiles below. When you start from "Search duplicates", the system opens the merge screen with the profiles from the selected group.
How "Search duplicates" works
The "Search duplicates" screen shows groups:
- "Duplicate by email"
- "Duplicate by phone"
- "Duplicate by name"
For each group you can:
- open a specific profile;
- choose "Merge" and go directly to the merge screen.
Steps to merge
- Open the merge screen from one of the entry points above.
- Check which profile is marked as "Primary profile". If needed, switch it by using "Set as primary profile" on one of the additional profiles.
- If needed, add more profiles with "Add client to merge".
- For each additional profile choose what should move. All switches are enabled by default:
- "Appointments"
- "Sales and voucher purchase history"
- "Notes"
- "Discounts"
- "Groups"
- "Memberships"
- Optionally enable "Delete this profile after merge" for the profiles you no longer want to keep separately.
- Choose "Merge" and confirm the action.
What moves based on your selection
- "Appointments" moves reservations into the main profile. If both profiles already participate in the same reservation, the system does not keep the client twice in that reservation.
- "Sales and voucher purchase history" moves sales and the history of which profile purchased a voucher.
- "Notes" moves notes into the main profile.
- "Discounts" moves client discounts.
- "Groups" adds the groups from the additional profile to the main one.
- "Memberships" moves memberships into the main profile.
What always transfers
Some items always move into the main profile even if you do not keep every switch enabled:
- wallet balance and wallet history;
- ownership of already claimed vouchers;
- profile documents.
Important:
- If several profiles have wallet balance, the amounts are combined in the main profile.
- The main profile keeps its avatar. If it does not have one yet, it takes the first available avatar from the profiles you are merging.
- Voucher purchase history does not transfer automatically. It only transfers when "Sales and voucher purchase history" is enabled.
What the result is
After a successful merge:
- the main profile remains the working profile;
- the selected history and data are now inside it;
- the additional profiles either stay or are deleted depending on whether you enabled "Delete this profile after merge";
- you see a success message for the merge.
Important
- Merging is irreversible.
- You cannot merge a profile into itself.
- You cannot add the same profile more than once in a single merge.
- If you enable "Delete this profile after merge" but leave "Sales and voucher purchase history" disabled, deletion can be blocked when that profile still has voucher purchase history attached to it.
FAQ
When should I use "Search duplicates"?
Use it when you are not fully sure which profiles match. The screen shows likely duplicates by email, phone, or name and gives you a direct path to the merge flow.
When should I use "Merge client profiles" or "Merge client"?
Use them when you already know which profiles should be merged. Choose "Merge client profiles" for a manual start, or "Merge client" from a specific row when you want to begin with a profile that is already selected. If another profile should stay as the main one, switch it with "Set as primary profile".
Why can merge fail after "Delete this profile after merge"?
The most common reason is that the profile still has voucher purchase history attached to it. In that case, keep "Sales and voucher purchase history" enabled so that this history is moved too.