Each client and staff member at your business has a WellnessLiving client profile associated with their account. When a client or staff member has more than one client profile, you can merge the duplicate profile into the existing profile.
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, when using the Duplicate Profiles Report to merge profiles, profile details are retained, and you’re able to choose the information from each client’s profile you want to retain after the merge.
When you merge client profiles and the resulting profile uses a new email address, the system automatically sends a notification to the client's previous email address to inform them of the change. This email is only sent when the merge is completed within a single business and the email is different from the resulting profile.
Recommendations for merging
When merging two client profiles, we recommend completing the merge from the Duplicate Profiles Report. Merging from the client profiles can result in lost information.
When merging a client profile into a staff member’s client profile, we recommend completing the merge from the staff member’s client profile.
Caution
Merging profiles is permanent and can't be undone. We recommend backing up any critical client information before proceeding.
When merging profiles:
When both profiles contain the same visit (for example, both profiles checked into the same service), one visit is canceled as a client can’t attend the same service twice.
Merges apply only to information stored in your business, such as visit history, Purchase Options, bookings, and payment methods. Other businesses retain full control of their own client records, no data is shared across businesses.
Merged profiles may still appear in client reports for up to 20 minutes while the system processes changes. Automated notifications scheduled before the merge won't be sent to the client.
Key tips
Staff members must have the Merge client profiles permission enabled to perform this action.
Active profiles remain active when merged with a deactivated profile
Start merges from the guest profile when combining with an active client. Any guest purchases and activity will be attributed to the client profile.
To merge a profile using an inherited email from a linked relationship, first modify the client’s profile details and clear the Use [client’s first name] email checkbox.
Rewards points awarded for registration may duplicate upon merging, and must be adjusted manually.
Merge details may take up to 20 minutes to update in reports.
Profiles with travel member status require a matching home location adjustment before they can be merged.
Remove active relationships between profiles before attempting a merge.
Merge profiles from the Duplicate Profiles Report
To merge client profiles from the Duplicate Profiles Report:
Open the App Drawer
, then click View All > Reports > Clients > Duplicate Profiles.
Select the checkbox next to each profile you want to merge.
In the Action column, click Merge Clients.
Select which information to retain from each profile by selecting the appropriate option buttons. If you change your mind and decide you don’t want to merge one of the selected profiles, clear the Include In Merge checkbox.
Click MERGE.
Review the information that will be retained in the merged profile and click Confirm when you’re satisfied.
Merge profiles from a client profile
To merge client profiles from a client profile:
On the Top Nav Bar, click the Search button
, search for the client, then select their name from the list.
On the Overview page, click Action
next to Client Info and select Merge Clients.
In the Find user to merge with… field, enter the name of the second client profile.
Click the profile you want to merge into the current profile.
Click MERGE.
Click OK.
Type of information that can be merged
The table describes the type of information copied over from one profile to another when merging client profiles.
For example, when profile A is merged with profile B, profile B receives the merged information from profile A. The information that can be merged is copied from profile A to profile B, and after merging, profile A is 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 When you’re using the Duplicate Profiles Report, the account balance of all the profiles that are being merged is 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 is retained after merging. Member is ranked the highest priority, followed by Pass Holder and Prospect. When you create a new client type, they are 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. When profile A has a custom payment method that doesn’t exist in profile B, the custom payment method is added to profile B, and the balance will be transferred from profile A to profile B. | Yes | Yes. When you’re using the Duplicate Profiles Report, the balance of the custom payment methods in each profile being merged is added separately to the new profile. You’re able to view each balance separately in the new profile. |
Email address | Yes | 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. When you’re using the Duplicate Profiles Report, the balance of each payment plan in each profile being merged is added separately to the new profile. You’re 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. When 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. When you’re using the Duplicate Profiles Report, rewards points from all the profiles that are being merged is 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. When a client has signed the same waiver in both profiles, both signed copies appear in profile B. | Yes | Yes |