Intelli-Merge Clients
As your business and client base grow, so will the number of duplicate client profiles. Duplicate profiles can make searching and profile maintenance confusing and a chore. Intelli-Merge solves this issue by identifying potential duplicates and then allowing you to select which profiles to combine, effectively cleaning up the "junk data" in your system. Client profiles are merged overnight when the merge service runs. You can undo or make changes to the scheduled merge up until that time.
What criteria is used to identify duplicate profiles?
Duplicate client profiles are analyzed and identified each night when the Intelli-Merge service runs. So if you create a new client profile today, you will not be able to manage it via Intelli-Merge until tomorrow. This also explains why when you first enter the Intelli-Merge Clients screen, a list of merge candidates is already waiting for you. That list was generated overnight via the service.
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Profiles have the same Email, regardless of client First Name and Last Name - Exact match of Phone Number, First Name, Last Name
- First 5 digits of ZIP Code match along with First Name and Last Name
- Exact match of First Name, Last Name, Address 1
- Exact match of First Name, Last Name, City, State
How are the fields from different profiles merged into a final profile?
The data below is taken from the newest of the profiles being merged. If there is no data for a field in the newest profile, data for that field is taken from the next-newest profile, and so on. The "newest" profile is based on its creation date, not the date of its last update.
- Numeric ID
- Customer First Name and Last Name
- Address
- Phone Numbers
- Email address and accompanying email opt-in status
- Gender
- Birthday
- Family designation
- Parent/Guardian relationship (for minors)
- Client photo
- Client-specific timings (Intelli-Booking)
- Client Account Limit
The following data from all profiles is merged and combined into the final profile:
- Transaction History
- Appointment History
- Client Notes
- Client Visit Notes
Notification Settings:
Meevo analyzes every notification setting in each profile being merged and uses the most recently updated setting in the final, merged profile. So the final merged profile may have some settings from Profile A and some settings from Profile B; it all depends on which profile updated the setting more recently.
Online Booking:
If any profile being merged has Online Booking enabled, Online Booking will be enabled in the final profile as well. If more than one profile has Online Booking enabled, the newest profile's email address is used.
eGift:
If any profile being merged has an eGift account, that profile's email will be used for the eGift account in the final profile. If more than one profile has an eGift account, the newest account's email becomes the final profile's eGift email.
Credit Card on File:
All credit cards on file are combined in the final, merged profile. The oldest card (that is, the card that was added to Meevo first) appears at the top of the list.
Referred by:
In the final profile after a merge, this data is taken from the oldest of the profiles being merged.
Booking Preferences:
All Booking Preferences services and FOV settings in each profile are combined and will appear in the final, merged profile. In the event both profiles have conflicting FOV settings, the FOV settings are taken from the most recently updated profile.
Docs & Forms:
All Docs & Forms submissions from all profiles will be retained in the final, merged profile.
User Defined Fields:
All User Defined Fields from all profiles will be retained in the final, merged profile. In the event that multiple profiles have data for the same UDF, the most recent UDF response is merged.
What happens if I change data on a profile that's been identified as a duplicate or marked for a merge?
Client profiles are matched overnight at a predefined time. So, any updates made to the profile the next day will not impact the profile's "matches." Only when the service runs the next evening will profiles be reevaluated for matches.
Further, updates to a profile will not cancel a scheduled merge; the merge will occur using whatever data is currently in the profiles.
How does the merge deal with inactive, deleted, or restricted profiles?
Intelli-Merge handles active, inactive, deleted, and restricted profiles as follows:
- Intelli-Merge includes inactive and deleted profiles when matching.
- If merging any combination of active, inactive, and deleted profiles, the final profile is always set to least restrictive: Active > Inactive > Deleted
- If merging profiles that are all inactive, the final profile is set to Inactive. If they are all deleted, the final profile is set to Deleted.
- If merging at least one profile that is restricted, the final profile set to Restricted as well.
What happens to memberships and liabilities on the client profile (packages, points, account balances, etc.)?
- Memberships: Only one selected client per merge group can have an Active or future Active membership. You cannot merge two or more clients if there is more than one active membership. Upon save, Meevo checks this rule, and presents an error message describing the situation if more than one client has an active membership. Memberships remain at the location at which they were purchased.
- Packages: All references to package purchases, redemptions, transfers, etc. are updated to the new, merged profile.
- Points: All point additions and redemptions are updated to the new, merged profile.
- Account Balances: All account balances are combined in the new, merged profile. For example, if there is $100 credit on Profile A and a $50 owed balanced on Profile B, then there will be a $50 credit remaining on the new, merged profile.
What happens if I'm merging clients who each have an appointment on the same day?
If this occurs, then after the merge, both appointments would remain on the book and now be linked to the final profile.
To Intelli-Merge client profiles
- Type merge into the Convobar, or go to Meevo > Management > Intelli-Merge Clients.
- The list of potential merge candidates appears on this screen.
- Locate the profiles, which are listed by client name, using the page scroll or Search filter.
- Use Advanced Search to search for previously ignored profiles.
- When ready to start reviewing merge candidates, select Edit.
- Select the client name to view all profiles that Intelli-Merge identified as duplicates. Each profile box provides details on the information in that profile. You can select the client's underlined name (above the profile tile) to jump directly to that profile.
- On each profile tile, select how to handle it:
- Ignore: If selected, this tile will no longer appear as a match in this group going forward. Even if you change details in the client's profile, such as phone number, the profile remains "ignored."
Note: You can undo an ignore by using Advanced Search to locate the profile (select Show Ignored), and then deselecting Ignore on the profile tile.
- Merge: The information in all selected client profiles is merged into one profile according to the rules outlined in the How are fields in client profiles merged? FAQ above. A green dot indicator means that the corresponding information will remain the same in the final, merged profile. In the example below, 28 Eastmans Road will be the final profile's address, regardless of what other information may change.
- When ready, select Save to schedule the profile merges. The merge will take place at 12 am local time, unless you undo your changes beforehand. A green disc indicates that you've made your selections and the merge was saved successfully.