How to use Profile Merge

By the end of this article you will be able to:

• Merge profiles manually
• Merge profiles automatically
• Remove incomplete profiles all together
• Understand reporting options
• How to unmerge Profiles

On many occasions, duplicate profiles exist and need to be merged. This can be managed in Sales > Profiles. This opens the Profile Management window.

To remove Incomplete Profiles simply select Remove. The below message will pop up. Select Yes to carry on. 

This will remove any profiles which have no data attached to them other than a guest name.

The next option is to merge automatically. 

First select your Duplicate Profile Criteria. The Surname and Initial are ticked by default, but there is the option to also add Email, Post Code, Home Phone, Work Phone and Mobile Phone. 

We would recommend merging on at three data points - initial, surname and email.  Adding further criteria to match on will make the search more specific. Now select Retrieve. The main window will now display all the duplicated profiles according to the users search criteria. 

There will be a red line separating the duplicate profiles. Simply double click onto the profile you wish to retain and the remaining profiles within the red line break will be merged. 

To manually merge profiles navigate to the bottom right hand side section. Here in Manual Merging select what type of profile you are looking for from the drop down menu.

There is also the option to search for specific Surnames, Names, Post Code, Email or Type. If this is a generic profile merge exercise, simply select Retrieve. 

Now double click onto the profile you wish to retain. The double clicked profile will move into the bottom window. 

Next once left click onto the profile that should be merged with the one in the bottom window. These profile will display inside the top window and are now highlighted in blue. 

Select Merge. HART will asked the user to continue Yes or No. The profiles are now merged if yes was selected.

To the very bottom right hand side you also have the option of open the Profile the users cursor is placed in and Exiting the screen.  

You are able to run a report on all merged profiles by going to Reports > Front Desk > Profile Merged. In any guest profile you will see there is a merged tab, and this will show you which, if any, profiles have been merged with the one you are viewing.

Unmerging Profiles

If a profile was merged and it should have go to find the guest name that it was merged to in Reservations/ Guest. Go to the tab called 'Merges'. In here double click onto the ID of the profile you wish to unmerge. This will open the Profile, now to the top right hand side hit 'Unmerge'.