As you grow your business, you may notice your customer list filling up with duplicate customer profiles, profiles without contact information, and profiles for customers who've stopped visiting your business. Instead of regularly running the Customers List report to check for duplicate customer profiles, configure your settings in the Merge & Clean Up Customers screen to let Vagaro identify and merge customer profiles or remove those with missing contact information for you.
Note
If you'd rather select which profiles to merge and delete yourself, run the Customers List report.
Prerequisites: This feature is available for all Vagaro businesses. You must have at least two or more customer profiles already created.
If you'd rather review your duplicate customer profiles that Vagaro detects before they are automatically merged or deleted, switch off their settings. You can then compare and switch the direction that customer information will be merged at your leisure without the risk that any of them will be removed. Customer profiles that aren't a 100% match also require your review so Vagaro knows which profile to keep.
Tip
The Customers List report allows you to manually select which customer profiles to merge.
Belowthe Merge 100% Matched Customers switch, Vagaro lists the duplicate customer profiles it's found by their Match scores, and then alphabetically. Matching information (first name, last name, and/or phone number) are displayed in bold:
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100% match means that both customers share the same phone number and first and last name.
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80% match means that both customers have the same first and last name but do not share the same phone number.
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75% match means that both clients have the same phone number and first name but do not have the same last name.
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40% match means that the customers have the same phone number and last name but do not have the same first name.
Vagaro selects which profile to merge to depending on which profile has been logged into:
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If only one of the profiles has logged into Vagaro, it will be identified as the Similar Customer (the To or target) profile.
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If the Similar Customer (the To or target) profile has a credit card on file, the credit card information cannot be merged into the Customer (the From or source) profile. If both customers have a credit card on file, but only one has an email, the customer with the email is shown the Similar Customer (the To or target) profile. These customers can be switched.
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If both customers have a credit card and email address on file, the customer with the most appointments and classes will be shown as the Similar Customer (the To or target) profile. These customers can be switched.
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If both profiles have been logged into, a lock
icon is displayed on both profile pictures, indicating that they cannot be merged. Locked profiles prevent other businesses from overwriting them with other customers' information. Send a request to support@vagaro.com to merge locked customer profiles.
Employees or the owner of a Vagaro business with a matching customer profile will not display in the merge list.
To merge two customer profiles that Vagaro has identified:
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Go to → → → .
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For each pair of customer profiles you want to merge:
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Select the Merge
button to look at and compare their information.
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Look at and compare the customer profiles to decide which customer profile is to be overwritten. You can also select the name of each profile to open the customer's profile. If you think the profile in the From box should be kept as the merged profile instead of the one in the To box, select Switch.
The Merge Results section at the bottom of the screen shows all the information that will be merged into the other profile.
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At the bottom of the screen, select Merge.
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To merge two customer profiles that Vagaro has identified:
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Go to Merge & Clean Up Customers.
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Web Version: In the top menu, hover over Customers, then select Merge & Clean Up Customers; or go to → → .
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On a Tablet, Pay Desk, or PayPro: Go to → →
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For each pair of customer profiles you want to merge:
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Select the Merge
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Look at and compare the customer profiles to decide which customer profile is to be overwritten. You can also select the name of each profile to open the customer's profile. If you think the profile in the From box should be kept as the merged profile instead of the one in the To box, select Switch.
The Result section shows all the information that will be merged into the other profile.
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At the bottom of the screen, select Merge.
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If Vagaro is set to merge 100% matched customer profiles, any duplicates will be automatically merged within two hours of being detected. You can continue using Vagaro without interrupting the merge process.
When Vagaro is in the process of merging two customer profiles, a “Merge in Progress” is shown beside the match percentage.
To set up automatic merging of duplicate customer profiles:
Vagaro can automatically delete customer profiles that are missing too much key information or profiles that haven't been used at your business in a while. Within two hours of detection, Vagaro can remove:
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Customer profiles without an email address.
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Customer profiles without a phone number.
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Customer profiles without a card on file.
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Customers who haven't visited within a specified amount of time.
For example, if you selected to remove Customers without an email AND Customers without a phone number, Vagaro will not delete those that have either an email or a phone number. Similarly, if you selected to delete Customers without an email AND Customers without a phone number AND Customers without a card on file, then Vagaro will delete only profiles that are missing all three of these criteria.
You can continue using Vagaro without interrupting the merge process.
Note
Detected customer profiles with active memberships, renewing packages, or future appointments will not be deleted.
To set up automatic deletion of unwanted customer profiles:
To set up automatic deletion of unwanted customer profiles:
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Go to Merge & Clean Up Customers.
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Web Version: In the top menu, hover over Customers, then select Merge & Clean Up Customers; or go to → → .
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On a Tablet, Pay Desk, or PayPro: Go to → →
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Toggle on the Auto-Cleanup Customers switch.
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Select the checkboxes of up to four criteria for Vagaro to determine which customer profiles to remove.
Note
For Customers who haven't visited within a selected timeframe, enter a whole number without decimal points, like 1.0 or 2.5.
Customer profiles that were manually or automatically removed during the Auto-Cleanup Customers process can be restored. Once they've been restored, Vagaro will not automatically delete the same customer profile again, even if its criteria match those of another profile. You can run the Customer List report to search for duplicate profiles or those with specific criteria and delete them.
To restore deleted customer profiles:
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Go to → → → .
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Toggle on the Auto-Cleanup Customers switch if it isn't already enabled, then select View Details below the options.
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Search for and select the checkboxes of the customer(s) to restore, or select the checkbox next to the customer to select all deleted profiles.
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Select Restore Customer Profile.
To restore deleted customer profiles:
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Go to Merge & Clean Up Customers.
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Web Version: In the top menu, hover over Customers, then select Merge & Clean Up Customers; or go to → → .
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On a Tablet, Pay Desk, or PayPro: Go to → →
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Toggle on the Auto-Cleanup Customers switch if it isn't already enabled, then select View Details below the options.
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Search for and select the checkboxes of the customer(s) to restore, or select the checkbox next to the customer to select all deleted profiles.
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Select Restore Customer Profile.
Comments
6 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
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