Multiple records for the same client may exist in your NightsBridge calendar. When you have these duplicate clients, your debtors list and financial transactions are hard to reconcile.
For the same actual client, you may have an email address recorded against one client ID, an invoice against another client ID and another invoice against a third client ID, when they should all belong to the same client ID.
To eliminate this issue, you need to retire a duplicate client. This will move all the bookings, accounts and unmatched transactions to the correct (replacement) client.
Limit the creation of duplicate clients
- For bookings you manually add in your calendar for returning clients, make sure you choose the current client ID already in your calendar rather than creating a new client.
- For bookings received from online booking channels, a new client record is created for each booking. This means you cannot prevent a duplicate record from being created. You will need to retire the duplicate clients.
Retire duplicate clients
Open Clients
Click on Clients from the main menu.
Choose Retire Client
Click on Retire Client.
Find the client you want to retire
Click on the search icon.
- Enter the details of the client to find their profile.
- In this example, we are looking for Chris Parker. You can see there are duplicate records for him, against client ID 95 and client ID 125. Client ID 95 has more information recorded against it than Client ID 125 so we want to remove to retire Client ID 125.
- Click on the client you want to retire.
Select replacement client
Click on the search icon.
- Enter the details of the client to find their profile.
- In this example, the client ID 95 is the ID we want to keep and is the replacement client.
Click on Replace Client.
- The client has been retired and will not appear in the client list for future bookings.
- Any bookings, invoices and unmatched transactions will have moved from the retired client to the replacement client.
