Each client and staff member at your business has a WellnessLiving client profile associated with their account. If 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, 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.
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 can’t be reversed. Merging profiles can’t be reversed. We recommend you back up any critical client information prior to performing the merge.
If you’re merging profiles for one client and both profiles contain duplicate visits (services attended), one of those visit instances will be canceled automatically. A client can’t attend the same service more than once.
Automated notifications won’t be sent to a client if their profile is merged into another profile. Keep this in mind as you schedule automated notifications, as they won’t be sent to clients whose profiles are merged before the notification’s scheduled delivery date.
Key tips before we begin
Merging deactivated profiles
If you merge a deactivated client profile with an active one, the new profile will remain activated after the merge.
Merging guest profiles
If you’re merging a guest profile with an active client profile, start the merge from the guest profile. When the merge is complete, all the purchases made under the guest profile will be listed under the active client profile and any activity completed by this guest will now be attributed to their client profile in any relevant reports.
Relationships
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 [client’s first name] email checkbox.
Rewards program
If your rewards program is enabled and clients are awarded rewards points for registration, both client profiles will receive the rewards points from registration. After merging these profiles, the new profile will receive the registration rewards points from both profiles, as if the client had received points for registering twice.
A staff member must manually remove the points after the profiles are merged to ensure the client receives the proper number of rewards points for registration.
Report updates
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.
Merge profiles from:
The Duplicate Profiles Report
The Duplicate Profiles Report
To merge client profiles from the Duplicate Profiles Report
Click the App Drawer button
, 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.
A client profile
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 the Action button
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.
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 | Yes |
Client profile registered with one business | Client profile registered with multiple businesses | Yes | Yes |
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 | No |
Client profile registered with multiple businesses | Staff profile registered with one business | No | No |
Staff profile | Staff profile | No | No |
Type of information that can be merged
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 |