Merge duplicate guest profiles
When the same person ends up with two or more profiles — for example once with a work email and once with a private phone number — you can merge them into one. Reservations move to the profile you keep, so the guest's full history is in one place.
Where to find it
Backoffice › Guests › open the profile you want to keep › Merge with other guests.
What it does
- 10Seat looks for likely duplicates of the open profile at the same location and lists them with the reason:
- same email
- same phone
- similar name & phone (same first name and the last six digits of the phone number match)
- You tick the profiles to merge in and click Merge selected.
- The profile you opened stays. The selected profiles are merged into it and then removed.
What happens to the data:
- Reservations of the merged profiles are relinked to the profile you keep.
- Tags are combined.
- Guest profile notes and General notes are combined, separated by a line.
- VIP is kept if any of the profiles was a VIP.
- Last visit becomes the most recent one. Total visits takes the highest of the profiles (not the sum). Total spent is added up.
- Email and phone: taken from whichever profile was updated most recently; if that one has no email or phone, it is filled from another profile. Check the contact details after merging.
- Preferences (allergies, seating, etc.): the kept profile's preferences are used; if it has none, they are taken from a merged profile.
- A Profiles merged entry is added to Profile activity, with how many reservations were relinked.
How to merge
- Open the profile you want to keep. Choose the one with the most complete preferences, because preferences are not combined.
- Click Merge with other guests. Wait for "Finding possible duplicates…".
- Tick each duplicate you want to merge.
- Click Merge selected.
Good to know
- Merging cannot be undone from the app: "The current profile stays. Selected profiles are merged in, reservations are relinked, and merged documents are removed. This cannot be undone from the app."
- All profiles must belong to the same location.
- Bookings are matched to existing profiles by phone and email, so duplicates mostly come from guests using different contact details.
Troubleshooting
"No automatic suggestions for this guest." No other profile at this location has the same email, the same phone, or the same first name with a matching phone ending. Duplicates with a different name and different contact details are not detected. Tip: if you edit one profile so its email (or phone) matches the other, it will be suggested next time — the contact details of the most recently updated profile are kept, so check them after merging.
A duplicate I can see in the directory isn't suggested The suggestion check looks at a limited number of profiles per location, so in very large directories some duplicates may not be listed. Also, same phone only counts when both numbers have at least 8 digits. There is no way to pick a profile by hand in the merge window. If the duplicate still isn't suggested after you make the email addresses match, contact 10Seat support for help.
"Merge failed" One of the profiles may already have been merged or deleted, or belongs to another location. Reload the page and try again.
The merged guest lost an allergy Preferences come from the profile you kept. Add the missing allergy under Edit › Dietary preferences.