Duplicate accounts are a continual challenge for any software system. Often users will create new accounts rather than attempting to retrieve the account information for one that already exists. Regardless of the steps you take, users can still create accounts with iterations of their name or alternative email address.
However, we are continually making improvements to help avoid the creation of duplicate accounts and to help you identify when these are created. Within All Students you can already run off a data report of identified duplicate accounts. This process cross references First Name, Last Name and Email Address to identify duplicates. Furthermore, the membership I.D functionality restricts users from being created with the same primary I.D and Extension I.D. Managers also have the ability to retrieve usernames for students and send an email containing the username and temporary password to the student.
In the not too distance future, we will also be implementing Family Account functionality as a way of linking accounts together. This will lead to the removal of the ability for multiple accounts to be created with the same email address and will act as a trigger for the student to retrieve their account information rather than creating a new account.
When duplicate accounts are identified, you can now use the functionality to merge accounts together. This will ensure that any activity associated with an account isn't lost. You can select two accounts, a 'Merge From Account' and a 'Merge to Account'. When using this functionality, the following activity is transferred from the 'Merge from Account':
Used & Unused Packages and their transactions
Used / Unused Gift Cards
Booked Lessons & Classes and their associated media
Booked Class and Lesson Internal and Session Notes
Student Media
Emails History
Customer Care notes
Recommended Media on the App
Message Groups and One to One Message on the App
How to Merge Accounts
1. Once you have identified a duplicate account, navigate to All Students from the Manager User Role and select from the Action button 'Merge Students':
2. After selecting this option, you will then see an option to select the 'Merge from Account' and the 'Merge to Account'. The Merge from Account is the account where data will transferred from, and the Merge to Account is where the data will be transferred to:
3. In the drop down list in either option, you will see the student name and username. After selecting the account, you will see the Account that has been selected under the First Name, Last Name, Username and Membership I.D columns. Edits can be made by selecting a new account from the drop down:
4. After clicking the Proceed button, there will be a further validation to confirm that you would like to go ahead with merging the accounts. After confirming, the accounts will be merged together and a success message will appear.
The account selected in the "Merge From Account" will be deleted automatically and moved to the Deleted Student list:
