Contacts · How-to
Merge duplicate clients
Find clients who were entered more than once, choose the card to keep, and fold the others into it with their bookings, invoices, points, files and history.
Open the duplicate finder
On Contacts, press “Find duplicates” (on a phone it is under the ⋯ button). It lists groups of clients your role lets you see who share a phone number or an email. The same number written two ways, with and without the country code, counts as one.
Choose who to keep
In each group, open the menu under the names and pick “Keep …” for the card whose name, phone and email are right. The kept card keeps its own details; nothing is copied into them from the others, so copy anything you still need, such as a contraindications note or one of your own fields, onto the kept card first.
Merge
Press “Merge”. Setvos asks “Merge into …?” and says what will move; press “Merge” again to go ahead. A group of three or more merges in one go.
Know what moves
Everything recorded on the others moves to the kept card: appointments and standing appointments, invoices and recurring invoices, deals, orders, text messages, conversations, tasks, notes, files, measurements, signed consent forms, saved cards, the client’s Telegram chat, the promo codes they used and their campaign history. Loyalty points are added together and tags combined. If the kept card already has a default saved card, it stays the default. The children, pets and vehicles of the others move to the kept card too, and the visits, seats and memberships that name them keep doing so.
Know what happens to the others
They leave the list, and an old link to one of them says “Contact not found”. Everything they held is on the card you kept.
Common questions
- Can I undo a merge?
No. Everything that moved stays on the kept card and there is no way to split them again, so check the group before you press “Merge”.
- Does an import merge duplicates for me?
No. An import never merges two clients: a row whose phone or email is already on a card is skipped, or, in the full importer, can update that card. Merging is always your decision.
- Who can merge clients?
Anyone whose role may edit clients. The finder only shows clients your role lets you see.
- Can I merge duplicate clients on the phone?
Yes. In the Clients tab, choose “Find duplicates” under ⋯. Clients who share a phone number or an email are grouped: choose the one to keep and press Merge. Everything recorded on the others — visits, deals, invoices, messages, files, consents and points — moves to the one you keep. This cannot be undone.
Read next
Work with a client’s card
Read a client’s history, log notes and calls, and keep their details, files and tasks up to date from one screen.
Import or export your client list
Bring a CSV file of clients in from the client list, see exactly what will happen before anything is saved, and download your list as a spreadsheet.
Work with a company, merge or delete one
See everyone at a company and its open deals, edit its details, fold a duplicate company into it, or remove it.
Check for duplicate clients after an import
A client your old system held twice, or who later signs in to book with an email your file did not have, can end up with two cards. Merging keeps one with everything attached.
Book standing appointments and recalls
Set up a visit that repeats weekly, fortnightly or monthly, book a single follow-up months ahead, and end a series when the client stops coming.
More in Contacts
- Contacts: your clients and the companies they work for
- Find a client in the list
- Add a client by hand
- Keep a client’s children, pets and vehicles
- Tag clients and filter by tag
- Block a client from booking online
- Export or erase a client’s personal data
- Keep a record for each company you work with
- Contacts: questions people ask
Open in Setvos
Signed in? This article is also in the Help menu of the app.
Still stuck?
Tell us what you were trying to do — we answer in chat, in six languages. Write to us
Move your bookings off paper, WhatsApp and three spreadsheets.
Bring your clients, services and past visits in from a spreadsheet or your old system’s export, with a preview before anything is written — and help in chat, in six languages, whenever you want it. Most studios are live the same day.