This article will guide you through merging duplicate profiles in ClubReady. If a prospect, member, or customer has been entered into the system more than once, merging their profiles consolidates their records into a single account.
Content:
- Before You Begin
- How to Merge Duplicate Profiles
- What to Expect After a Merge
- Frequently Asked Questions
Before You Begin
Make sure you have the following before getting started:
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Permissions required:
- Customer Management: General - Can Access Client Options
- Customer Management: General - Can Merge Clients
- In order to merge two profiles, they must share the same name, email address, or phone number based on your Similar User Settings. The only field required to match by default is the email address. To review or adjust this setting, navigate to Setup > Leads > Similar User Settings.
How to Merge Duplicate Profiles
1. Locate the Profile You Want to Keep: Search for and select the member profile you want to retain after the merge. Navigate to All Detail > General > Merge Another User with This User.
Helpful Tip: Always initiate the merge from the profile that contains the agreement, membership, or most up-to-date information, as this is the profile that will be kept.
2. Complete the Merge All possible matching profiles will appear on this page. Select the account you wish to merge with the current profile, then click Do Merge to complete the merge.
Note: Before confirming, verify you are merging with the correct profile. Since most information may be similar or identical between duplicates, check the member ID located next to the name to confirm you are keeping and removing the correct accounts.
What to Expect After a Merge
- All records from the merged profile — including agreements, bookings, payments, and invoices — will be moved into the retained profile.
- Personal information such as address will remain as it appears on the retained profile if the two profiles had different values.
- The membership expiration date and membership type will need to be manually re-entered after the merge is completed.
- Payment profiles do not carry over with the merge and will need to be re-entered if applicable.
Frequently Asked Questions
Q: How can I prevent duplicate profiles from being created?
A: There are a few ways to help prevent duplicates. When adding a new prospect, the system will display possible duplicate suggestions — pause to review these before creating a new profile. You can also configure which fields are included in the duplicate check by reviewing your Similar User Settings under Setup > Leads > Similar User Settings.
Q: How do I merge profiles when the duplicate exists at a different location?
A: You will first need to transfer the member to your location. Once the transfer is complete, you will be able to merge the profiles.