As your business grows, your customer list may fill up with inactive and duplicate customer profiles. Instead of regularly cleaning up your customer list by yourself, use the settings in Merge & Clean Up Customers to let Vagaro merge matching profiles and remove profiles with missing contact information.
Prerequisites: You must have at least two or more customer profiles already created.
Vagaro picks the target profile (the one that will be kept) in this order:
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If only one profile has signed in to Vagaro, that profile will be kept.
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If both profiles have a card on file but only one has an email, the profile with the email will be kept.
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If both profiles have a card and an email, the profile with the most appointments and classes will be kept.
Keep the following in mind:
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If both profiles have signed in to Vagaro, a lock
icon appears on both, and they can't be merged from this screen. The lock keeps one business from overwriting another business's customer data. To merge locked profiles, email support@vagaro.com.
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Credit card information can't transfer between profiles during a merge. Make sure the card you want to keep is on the target profile before merging.
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Vagaro won't merge a customer profile that matches an employee or business owner.
Vagaro detects duplicate customer profiles by name and phone number and lists them on the Merge & Cleanup Customers screen, sorted by match score. Review each pair, choose which profile to keep, and merge them.
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100% match: Both customers have the same phone number, first name, and last name.
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80% match: Both customers have the same first and last name, but different phone numbers.
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75% match Both customers have the same phone number and first name, but different last names.
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40% match Both customers have the same phone number and last name, but different first names.
Note
Vagaro only lists profile pairs that match by name or phone number. If two profiles you want to merge don't appear here, search for one of them on the Customers screen and merge them from there. If Vagaro doesn't find any matches, this list won't appear.
To merge two customer profiles that Vagaro has identified:
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Select Reports
→ .
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Next to the pair of profiles you want to merge, select Merge.
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Review the From, To, and Result profiles to see how the profiles will be merged.
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Optionally, adjust the merge:
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Select Switch to change the To profile.
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Select Edit in the customer's profile to view or edit it.
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Select Merge.
The profiles are merged. Repeat the steps above for all other profiles you want to merge.
Turn on Merge 100% Matched Customers to let Vagaro automatically merge duplicate customer profiles in the background within two hours after detecting them.
A 100% match means that both customers share the same phone number and first and last name.
Turn on Auto-Cleanup Customers to let Vagaro remove customer profiles that are missing contact details or inactive for a while. This runs in the background, so you can keep running your business.
To protect important records, Vagaro won't remove a customer who has any of the following:
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Future appointments
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Future classes or workshop sessions
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Gift cards that are not expired or have a balance
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Memberships or packages (active or inactive)
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Purchased products from your business
To set up automatic deletion of unwanted customer profiles:
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Select More
→ → .
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Turn on Auto-Cleanup Customers.
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Select the checkboxes for the criteria Vagaro should use to remove customer profiles.
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Customers without an email
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Customers without a phone number
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Customers without a card on file
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Customers who haven't visited within a selected period
Note
Vagaro only removes a profile that matches every selected criterion.
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Vagaro removes matching customers within four hours. The {Number} Customers Removed by Auto-Cleanup section appears under the setting, where you can review or restore the removed profiles.
To set up automatic deletion of unwanted customer profiles:
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Select Reports
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Turn on Auto-Cleanup Customers.
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Select the checkboxes for the criteria Vagaro should use to remove customer profiles.
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Customers without an email
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Customers without a phone number
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Customers without a card on file
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Customers who haven't visited within a selected period
Note
Vagaro only removes a profile that matches every selected criterion.
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Vagaro removes matching customers within four hours. The {Number} Customers Removed by Auto-Cleanup section appears under the setting, where you can review or restore the removed profiles.
You can restore customer profiles that you manually removed or that Auto-Cleanup Customers removed automatically.
Note
To restore removed customer profiles, Auto-Cleanup Customers must be turned on. Turn it back on if you turned it off after the profiles were removed.
To restore deleted customer profiles:
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Select More
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Under {Number} Customers Removed by Auto-Cleanup, select View Details.
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Choose which customers to restore:
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To restore a specific set of customers, select the checkbox for each customer.
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To restore all customers, select the checkbox next to the search box.
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Select Restore Customer Profile.
To restore deleted customer profiles:
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Select Reports
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Under {Number} Customers Removed by Auto-Cleanup, select View Details.
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Choose which customers to restore:
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To restore a specific set of customers, select the checkbox for each customer.
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To restore all customers, select the checkbox next to Customer.
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Select Restore Customer Profile.
Comments
8 comments
Will I lose customer notes by merging customers?
Hi Sonja,
You will not lose notes when merging customers. If you have any more questions, feel free to ask.
Thanks,
Jamie
How d i undo a merge. I lost all the client info
Hi, Adriane. I am sorry about the difficulty you are experiencing. Merged customer profiles cannot be undone, but you can re-create the customer's profile using their same email address. A support ticket has been created for you, and someone will contact you soon.
I would also like to warn other uses that the card on file info will be lost- even after the preview of the merge says otherwise
Hi Sam,
When merging customer profiles, a card on file will be lost when merging that information from one profile to another. However, the card information will not be lost if you merge a profile to the profile with the card on file.
This prevents credit card information from being saved to another customer's profile.
If you have any further questions, please contact Vagaro Support; they'd be happy to troubleshoot with you.
Thanks,
Jamie
Did you guys re-program how merging works? Because to merge something means to take the information from both profiles and combine them into one. I merged a customer last week who had two profiles because she got married since she was last here, so a new profile was created when it didn't need to be and I wanted to combine both profiles. Today when I went to search what she purchased last week because we needed to order something, all record of that purchase was gone, including in the Transaction List and I had to go un-delete her profile. I noticed in the description that Vera gave me that it says “If you merge them again, review the From, To, and Result boxes first so the correct profile is kept.” There was not a “correct” profile. In most cases, there is not a correct and incorrect profile. There were 2 correct profiles that needed to be merged into one, not delete one and keep the other. That's not a merge. If I wanted to delete one and keep the other I would have done that. Now I feel like I can no longer trust this function because I thought it was combining all information on the two profiles into one. Almost had a mini heart attack wondering where the information of that transaction disappeared to.
Hi Brittany, we did not make any changes. I talked to our support staff, and someone should contact you soon
Thanks,
Jamie
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