How Does Account Merging Work in Arketa, and What Should I Know?
Merging accounts in Arketa is a useful feature for consolidating duplicate client profiles while retaining important data. Below is a comprehensive guide to help you understand the process, what data is retained or transferred, and how to handle post-merge actions.
Overview of Account Merging
Account merging allows you to combine two client profiles into one. This is particularly helpful for resolving duplicate accounts while ensuring that critical information is preserved.
Data Retention and Transfer Rules
When merging accounts, the following rules apply:
Data Retained in the Primary Account: - Name, email, phone, address, birthday, last active date, credit cards, password, liability waiver signed, and communication settings. - The oldest "account created" date is kept. - Tags are merged, with duplicates removed. - Purchases, reservations (including upcoming ones), invoices, and account credit balances are combined. - Notes are merged. - Class records are included in purchases/reservations, consolidating class counts into the saved account.
Credits: Credits from the secondary account transfer to the primary account, even if the primary account initially has no credits.
Credit Cards: Credit card details do not automatically merge. You will need to manually add any credit card information to the primary account after the merge.
Memberships and Payment Methods: Memberships and saved payment methods do not transfer from the secondary account. To retain a membership, set the account with the active membership as the primary account during the merge. Afterward, you can update the email on the merged account to the desired address.
Post-Merge Actions
Future Appointments: Any future appointments associated with the secondary account are transferred to the primary account.
Updating Emails: If you need to keep the email from one account but retain data from another, update the email on the merged primary profile after the merge.
Handling Duplicate Profiles: If an additional duplicate profile remains after merging and it has no active memberships or payments, you can delete the unused profile to clean up your records.
Limitations and Special Cases
Student and Teacher Accounts: Student (client) accounts and teacher (instructor) accounts cannot be merged. These must remain as separate profiles, each serving its specific purpose within the platform.
Troubleshooting Duplicate Profiles
If you still see duplicate profiles after merging, ensure that the extra profile has no active memberships or payments before deleting it. This helps maintain clean and accurate records. By following these guidelines, you can effectively manage account merges in Arketa, ensuring that critical data is preserved and duplicate profiles are resolved.