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. Our system will not assume that this is the same person on the basis that the name is the same.This means you cannot prevent a duplicate record from being created. You will need to retire the duplicate clients.
Open Clients
Click on 'Clients' and select 'Retire client'.
Find the client you want to retire
Click on the search icon.
- Enter the details of the client to find their profile. You would select the client with the least amount of information.
- 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 115 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.
Exit the 'Retire Client' screen
Click the 'X' on the 'Retire Client' pop up to return to your calendar.
