Merge duplicates, archive, or reactivate safely

Use merge, archive, and reactivate only after checking identity, relationships, billing, appointments, credits, and pipeline history.

Available to

Owners and admins can review duplicate people. Archive and Reactivate are shown only to people allowed to manage client records.

Before you start

• Back up your decision with stable evidence: email, phone, family links, student identity, billing accounts, lessons, and lead history.
• A shared name is not enough to merge two people.
• Archiving can cancel subscriptions, appointments, credits, and active pipeline work. Reactivation does not recreate everything that was cancelled.

Steps

1. To review duplicates, select Clients → Filter and turn on Duplicates.
2. In each Duplicate people group, compare every record's contact details and role summary. Select the one complete, correct profile to keep.
3. Select Merge [number] into selected only when all records represent the same real person. The other person's leads, contacts, billing, and history move to the kept person, and the duplicate is archived.
4. To archive without merging, open the client profile, open More actions, and select Archive.
5. Read Archive [name]? and wait for the readiness check. If the client manages billing for active students, archive or reassign those students first; the app will not change other clients' billing automatically.
6. Review every listed impact: active subscriptions, upcoming appointments, open invoices, client make-up credits, and active pipeline leads.
7. If open invoices exist, choose Mark invoices paid only when payment was actually received, or Write off invoices when the balance is intentionally being voided. Then select Archive client.
8. If there are no open invoices but active billing or appointments remain, select Cancel plan & archive only when the immediate subscription and appointment cancellations are intended.
9. To restore visibility and editing later, find the person by turning off Hide archived, open the profile, open More actions, and select Reactivate.
10. After reactivation, rebuild any needed subscriptions, appointments, pipeline entries, invitations, or client-issued make-up credits. Do not assume they were restored.

What happens next

A merge keeps the selected person as the main profile and archives the duplicate. An archived profile becomes read-only, disappears from ordinary search and booking, and remains available in history. Reactivation makes the profile active and editable again but does not recreate cancelled appointments, plans, credits, or pipeline work.

If you do not see this option

• Duplicates is inside the collapsed Filter controls.
• Merge is limited to admins and may be blocked when the records cannot be safely reconciled.
• Archive and Reactivate require permission to manage client records.
• Archiving is blocked when the dashboard cannot safely check all connected billing, scheduling, credits, and pipeline history.
• A billing manager with active dependents must have those billing relationships resolved first.
• If you are uncertain whether records are the same person or whether invoices were paid, stop instead of merging or archiving.