If you have duplicate entries in your database, whether you call them businesses, accounts, members, or people, the Merge tool allows you to consolidate them into a single record. Merging deletes one copy (the Source record) and transfers its history to the primary record you wish to keep (the Destination record).

Whether you are cleaning up duplicate businesses or member accounts, merging ensures you don’t lose history.

• The Source Record: this is the duplicate that will be deleted

• The Destination Record: this is the primary record that will be kept

Important Note: A merge cannot be undone. Once you consolidate two records, the source data is permanently integrated or removed.

Usually, one record is the master and the other is a duplicate created by accident (e.g., a member signing up with a different email or a business being entered twice).

Always make the most complete record the Destination (the one you keep). Consider these factors when choosing:

• Membership & Billing: the destination record should have the most accurate Dues Billing Template, as the source template will be deleted

• Contact Info: the destination record should have the most up-to-date address, email, and phone numbers

• Custom Data: ensure the record with the most complete Parameter Fields and custom data is the one you keep

Information that is TRANSFERRED (Saved): The following data moves from the source record and is added to the destination record:

• Financial History: all past transactions and invoices

• Activity & Events: all notes, to-dos, and active or historical event registrations

• Groups & Committees: all current and historical participation

• Contacts & Relationships: all people or other entities linked to the record

• Stored Credit Cards: the system automatically keeps the card with the latest expiry date

Information that is DELETED (Lost): The following data from the source record is discarded in favor of the data on the destination record:

• Profile & Addresses: all physical addresses and communication fields (emails/phones)

• Custom Fields: all custom-defined data and parameter fields

• Membership Dues Template: the specific billing schedule and settings on the source record

• Categories & Types: the specific classifications assigned to the source record

Follow these steps to merge any two records in Membee:

1. Click your avatar and select Admin Settings

2. Go to the People & Organizations tab

3. Click Manage next to Merge Duplicate Records

4. Select the Source: find the record (person, member, or business) that will be removed

5. Select the Destination: find the record (person, member, or business) that will be kept

6. Click Merge (IMPORTANT: Once a merge is completed, it cannot be undone.)