Merging Clients

By default, MyTime matches client profiles and user accounts based on their email address. A user account is created when a client signs up for online booking through the MyTime booking widget, express checkout page, or custom guest app using an email address and password.

If a client creates a user account with a different email address than the one listed in their in-store profile, a duplicate client profile will be created automatically. This can also happen if a client updates their email address or uses different emails when booking online versus in-store. When duplicate profiles occur, you can easily merge them from the Clients tab. 

Things to know:

• The ability to merge clients is controlled by the "Merge Clients" access control setting. 
  
• By default, all client notes, purchase history, memberships, packages, gift cards, and labels are retained when merging client profiles.
• If both client profiles have a credit card on file, only one card will be retained. The system will automatically select the card with the furthest expiration date.
• You can choose which first name, last name, phone number, email address, user account, and other details to retain on the merged profile.
• Email Address and User Account Retention - When merging client profiles, the system handles email addresses and user accounts as follows:
  • No Profiles Are Linked to a User Account
    • If none of the profiles are linked to a user account, the system will prompt you to select one email address on file to keep.
    • In this case, the MyTime User Account dropdown will not appear, as there are no linked accounts.
      
  • One Profile is Linked to a User Account
    • If at least one profile is linked to a user account, you will be prompted to choose which email address on file to keep.
    • The MyTime User Account dropdown will not appear, as only one profile is linked to a user account, so that will be retained by default.
    • The selected email address and associated user account will be retained for online use after the merge.
    • If the client later signs in using an email address that was not retained during the merge, a duplicate client profile will automatically be created in-store.
  • All Profiles Are Linked to Different User Accounts
  • If multiple profiles being merged are each linked to different user accounts, the system will display all associated email addresses and user accounts.
  • You can select one user account and email address to retain. We recommend always keeping the same email address that is associated with the user account.
  • After merging, the selected user account will remain active for online use, and the merged client profile will be linked to that account.
  • If the client later signs in using a user account that was not retained during the merge, a duplicate client profile will automatically be created in-store.

To merge clients:

1. Go to the Clients tab
2. Expand the Manage Clients menu  
3. Select the clients you'd like to merge, then hit the Merge Selected Clients button at the bottom right of the page 
4. Select the details that you want to retain                                                                                                          
5. Save

For more information, contact support@mytime.com. 

Related Articles:

• Adding Clients Manually
• Importing Clients 
• Editing Client Records
• Deleting Clients
• Merging Pets