INTRODUCTION
Feature Summary: Quickly merge two accounts created within your organization.
Use Cases: If a member has created multiple accounts, their balance and upcoming bookings or registrations may be spread across these accounts. Admins can merge them to ensure that the player's information is managed under a single account.
PREREQUISITES
Organizations must ensure that 'Auto Apply Account Credit to Unpaid Fees' is unchecked under Settings > Billing Settings > Integration Payments.
OVERVIEW
Admins can begin the merge process by opening one of the member’s accounts and navigating to the Details tab. In the Details section, open the More Actions dropdown menu and select Merge Account.
If this Source member is part of a family, they must be detached from their family before proceeding with the merging process. Admins can use the Detach & Start Merging button to quickly detach this member and begin the merging process.
After clicking Detach & Start Merging, or Merge Account for a member who is not part of a family, select the Source Account and Destination Account as described in the next section.
Selecting Accounts
When merging, you’ll work with two accounts:
Source Account:
The Source Account is the duplicate or secondary account that will be merged into another account. Once the merge is complete, this account will no longer exist independently.
Destination Account:
The Destination Account is the primary account — the one that will remain active after the merge. All selected information from the Source Account will be transferred here.
In the next step, admins will select from the available field options to determine which information should be merged into the Destination Account.
If you need to change which accounts are displayed or adjust which is set as the Source or Destination, click the X to clear the selection and search for the correct account.
After selecting the Source and Destination accounts, admins can begin choosing which account details to retain in the new merged account.
Selecting Account Details
During the Account Details step, admins will see information from the Source Account, Destination Account, and the Merged Account. The Merged Account section is where admins will make final selections for the information to save.
Balance
Admins can view the new Amount Due and Account Credit based on the totals from both accounts.
Memberships
Admins will also be able to choose which membership should be added to the Merged Account. Note: If a player has a current membership and pre-purchased membership, both memberships will carry over when selected during the Merge Member process.
Important Information About Network Memberships During a Merge
If one of the two player accounts being merged has a Network Membership, the membership and email address associated with that account will be pre-selected and locked (non-editable) during the merge process. This safeguard prevents accidental changes that could impact the player’s access to other locations within the enterprise.
If both player accounts have a Network Membership, the merge cannot proceed. The admin must remove the network membership from at least one of the accounts before continuing.
General Account Information
Additionally, admins can choose which account details from either profile should be saved in the General section of the merged account by selecting the radio button next to the desired information. The selected option will display a blue-outlined circle, and the chosen information will appear in the green column for the merged (kept) account.
The following information can be selected from either account to be saved in the merged account:
Profile Picture
Email
Username
First Name
Last Name
Gender
Note (Notes from both members can be saved)
Member #
Phone Number
Date of Birth
Address, City, State, Zip Code
Marketing Email Opt-In
Penalty Cancellations
Custom Ratings & Custom Fields
Admins can also choose which Custom Field information and Custom Ratings to save in the Merged Account, including the DUPR ID.
Once the admin clicks Next, they will be taken to a confirmation page. After confirming the information, the merging process will begin.
Merging Member Data
Reservations, Lessons, Event & League Registrations
All upcoming, past, and waitlisted bookings and registrations from both accounts will transfer to the new merged account.
If both the source and destination accounts have history in the same reservation, lesson, event, or league registration, the merged account will retain the status of the destination account.
For example, if the destination account was removed from a reservation or had their registration canceled, the merged account will remain in that removed or canceled state, even if the source account was still active.
As a result, you may need to re-add or re-register the merged member manually. Additionally, if the source account paid for the booking or registration before the merge, a pending refund will be automatically generated for the source account only.
Transactions
All fees, payments, refunds, voids, and transactions from both member accounts will transfer to the new merged account and can be managed under the Billing tab.
Payment Profiles
Payment profiles created by the Source Account will be removed from the merged account.
Packages & Recurring Fees
Packages and recurring fees from both member accounts will transfer to the new merged account and can be managed under the Billing tab. Package punch counts (used and remaining), as well as the start date, next payment date, cancellation date, and suspended status of recurring fees, will remain unchanged.
Waivers
All waivers signed from both accounts will be included in the merged account.
Sub-Admin Permission
To grant sub-admins permission to merge member accounts, go to Settings > Organization Settings > System Users > Sub-Admins > Edit. When the Manage Members option is enabled for a sub-admin, the Can Merge Member Accounts permission will become available. If this option is unchecked, the Merge Account button will be hidden for that specific sub-admin.
