Client changed email address – how do I merge the old record into the new one?

If a client has booked with more than one email (e.g. they changed address without telling you), you’ll have two client records. You can merge everything from the duplicate into the one you want to keep so there’s a single record with full history.

How to merge

In your admin dashboard, open Clients and find the duplicate client (the one you want to get rid of or the one with the wrong email).
Edit that client and change their email to the address of the client you want to keep (the “main” record).
Click Save.
A message will appear: “Email already exists” and show the existing client with that email.
Choose “Merge Clients” to move all data from the duplicate into that existing client.

What gets merged?

When you merge, everything from the duplicate is moved to the client you’re keeping:

Bookings – all past and future bookings
Achievements
Event tickets
Session bundles – any bundle codes tied to the old email are reassigned to the kept client
Memberships – active subscriptions; if both had the same membership, one is kept
Form completions – onboarding / questionnaire responses (by form; newest completion wins)
Balance – any credit or balance is added to the kept client’s balance

The client you keep keeps their name and details; only data from the duplicate is added.

Delete the duplicate or keep it?

After merging, you can choose:

“Delete the duplicate client after transferring”

The duplicate record is removed. You’ll have one client with all data.

Uncheck that option

All data is still transferred to the kept client, but the duplicate record stays (with no bookings, memberships, etc.). You can delete it later from the client list if you want. You may want to do this just to double check everything looks right before deleting.

After merging

The client list refreshes automatically. The kept client will show the updated booking count and any merged memberships, bundles, and form completions. You don’t need to refresh the page.

Summary: Edit the duplicate client → set their email to the address of the client you want to keep → Save → confirm “Merge Clients” → choose whether to delete the duplicate. All bookings, memberships, bundles, form completions, and balance are merged into the single record.