When you have regular guests returning or bookings flowing in from different online platforms, you might notice the same guest's name popping up multiple times in your client list. Having duplicate client profiles can make it tricky to keep your invoices neat and your financial reports accurate!
Cleaning up these duplicates is quick and easy. By "retiring" a duplicate, you are simply merging their details - moving all their bookings, accounts, and unmatched transactions under one, correct main profile.
Here is exactly how to clean up your list:
A quick tip on why this happens: When a guest books through an online channel, the system automatically creates a brand-new profile for them just to be safe. You cannot stop this from happening, but you can easily tidy it up! For manual bookings, try to always search for their existing profile ID first before creating a new one.
Step 1: Open your Retire Client screen
Click the little search icon to find the guest's details. You will want to look for the duplicate profile that has the least amount of information saved, and click right on it. This is the profile that is going to be retired.
Step 2: Find the duplicate you want to remove
Click the little search icon to find the guest's details. You will want to look for the duplicate profile that has the least amount of information saved, and click right on it. This is the profile that is going to be retired.
- Type in the client info to bring up the duplicated client profiles.
- You will want to look for the duplicate profile that has the least amount of information saved, and click right on it.
This is the profile that is going to be retired.
Step 3: Pick the main profile to keep
Now, click the second search icon to find your "replacement" client.
This is the main, correct profile that you want to keep active.
Once you have selected it, simply click 'Replace Client'.
Step 4: Lock in your changes
That's it! The duplicate profile will be tucked away so it doesn't appear in your client list for future bookings, and all of their invoices and payments will be safely moved over to the main profile.
Just click 'OK' on the pop-up window and 'X' to close the windows and return to your beautifully organised calendar.
