Merge Customer Profiles

When to merge customer profiles

Sometimes a player may have multiple customer profiles at your venue. This often happens when players sign up for courses or activities and provide information that does not match their existing profile. Since the details don’t match, the system creates a new profile instead of linking to the existing one.

How to merge

1. Go to Customers.
2. Search for the player’s email address or name.
3. Select the profiles you want to merge (minimum 2).
4. Click Select action > Merge.
5. Choose the primary customer – this is the profile that will be kept. All information from the other profiles will be merged into it.
6. Review the merge preview to see what the combined profile will look like.
7. Click Confirm to complete the merge.

What happens during a merge

• The primary customer’s information takes priority. Secondary customer fields only fill in gaps (empty fields on the primary).
• Secondary customers are archived (not deleted) so there is an audit trail.
• The secondary customer is unlinked from their MATCHi user account.
• Group memberships from secondary customers are removed.
• Active memberships on secondary customers are deactivated, but membership history is preserved.
• If the secondary customer was part of a membership family, they are unlinked from the family. If they were the family contact, that role is reassigned to another family member.

What is NOT merged

Only basic customer information (name, address, etc.) is merged automatically. The following are not transferred to the primary customer:

• Bookings – remain linked to the original (now archived) customer
• Invoices and orders
• Value cards and punch cards
• Course participations – stay on the archived secondary customer

If you need to move bookings, value cards, or other records to the merged customer, contact [e-mail] for manual assistance.

Merged fields

The following fields are considered during the merge (primary value is kept if it exists, otherwise secondary value is used):

• Name, company name, contact person
• Address, phone, cell phone
• Date of birth, personal number, organization number, VAT number
• Invoice address details (address, city, postal code, contact, email, phone)
• Guardian information (name, email, phone – for junior players)
• Notes, website
• MATCHi user connection

Good to know

• The merge is processed as a single transaction – if anything goes wrong, all changes are rolled back and no data is lost.
• You can merge more than two customers at once. Select all duplicates and they will all be merged into the chosen primary.
• Archived secondary customers can still be found in the customer archive for reference.