Merge Duplicate Guest Profiles (Cloud) 🎥

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Duplicate guest profiles are commonly created when a new reservation is entered without first checking for an existing guest profile. Over time, these duplicates can lead to inconsistent guest information, missed history, or inaccurate reporting. Visual Matrix Cloud provides a History Merge tool within the Guest Profiler that allows you to identify and merge duplicate guest profiles into a single record. This helps maintain clean guest data and ensures reservations and guest history remain associated with the correct profile.

Path: Sales & Marketing > Guest Profiler > History Merge

Instructions

The History Merge tool scans for duplicate guest profiles that have identical information and allows them to be merged into one profile.

1. In the Last Name field, type at least the first letter of the guest’s last name, and click View to display potential duplicate profiles.

2. Review the results list, which displays guest profiles with identical information and indicates the number of duplicates in the # Of Duplicates column. Check the Comments column for messages indicating any issues that may prevent the profiles from being merged.

If needed, open the individual guest profiles to correct the discrepancies.

3. Click Process to merge the duplicate profiles.

4. Click OK to confirm the merge. Once processed, the duplicate profiles will be merged and removed from the duplicate list.

Important: Conditions Required for Merging Profiles

Guest profiles can only be merged when the profile information is exactly identical, including:

1. Spelling
2. Punctuation
3. Capitalization
4. Formatting

If any differences exist, the system will not allow the profiles to be merged until the discrepancies are corrected.

Fields That Prevent a Merge

Certain fields cannot exist in more than one profile being merged. Two fields that commonly block the merge process are:

1. Driver License
2. Franchise Member

If both profiles contain values in these fields, one of them must be removed before the merge can proceed.

Guest profiles cannot be deleted if they have been used in a reservation. Instead, duplicate profiles should be merged so that all guest history and reservations remain associated with the correct guest record.

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Still Need Help With This Topic?

Ask Yourself:

1. Are the duplicate guest profiles exactly identical?
2. Did I check the Comments column for discrepancies?
3. Did I correct conflicting fields in the guest profiles before attempting the merge?

Support May Ask You:

1. Which guest profiles are you trying to merge?
2. What message appears in the Comments column?
3. Are there values entered in the Driver License or Franchise Member fields?
   

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Related Articles

1. Update the Guest Type List (Cloud)
   
2. Add a "Do Not Rent" (DNR) Status to a Guest Profile (Cloud)
   
3. Add a "VIP" Status to a Guest Profile (Cloud)
   

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