Merging and Cloning Members

Merging and cloning members are two different things. 

• When you merge a member, you are merging one member account with another member account. For example, when a member has created a guest account and you need merge the guest account with the existing member's account.
• When you clone a member, you are copying a member's account to another location. 

*if you would simply like your members to have access to all locations, be sure that you have requested that Gym Insight turn on Reciprocity.

Let's take a closer look at these two actions. 

Merging a Member

When you merge a member, you are merging one member account with another member account. For example, when a member has created a guest account and you need merge the guest account with the existing member's account.

A note will be added to the merged member account showing who performed the merge. 

You should note:

• Both member accounts must belong to the same location.
• The member account being merged will be deleted.
• If the member being merged was the last remaining member on the account, then the account will be deleted. 

Details that are merged:

• Profile Picture
• Add-on Services
• Member App Login
• Keys
• Key Usage History
• Class reservations
• Contact Details
• Member Notes

To merge members, first go to the account you want to merge. This is typically a guest account that was created for an existing member.

In this example you have a member named Pete that had a guest account created and you need to merge it with his existing account. 

You will search for Pete's guest account. If you need help searching for members, click here.

When you find Pete's guest account, click on the "view member" button.

Now, click "merge".

You will be asked to find a member to merge with. Type in the name of the member account you want to merge with. In this example you want to merge Pete's guest account with Pete's existing account. You will type Pete's name in the search box.

Click on the member and click the green "next" button.

Look at this next screen carefully. 

Notice that Pete's guest account is in red and his existing account is in green. 

You want the member you are merging to be red. You want the member that is receiving the merge to be green. Typically you would want the guest account to be red and the existing account to be green. If it is not showing that, you can click the "swap members" button in the middle of the screen. 

The note says that Pete's guest account  will be deleted and Pete's existing account will remain. Remember that when you are merging accounts, the member you are merging will be deleted. If this member is the last remaining member on the account, then the account will be deleted. 

For this example you want to merge Pete's guest account with his existing account. Pete's guest account should be in red and his existing account should be in green. 

Click the red "merge" button once everything looks correct and you are ready to merge the members. 

The system will ask if you are sure. 

Click ok.

A note will be added automatically showing that the accounts have been merged. 

Cloning a Member

When you clone a member, you are copying a member's account to another location. 

*Be sure that you are only leaving billing on one account so that you do not accidentally double bill this member.

You should note:

• The employee that will be performing the clone, needs to have user access to more than one location.
• Most account details are copied, however, anything specific to the original account's location are not copied.
• Cloning transactions will cause your financial reports to not be accurate. You need to also take into consideration that the destination location may not have the same agreements or add-on services and can not be easily copied.

Details that are cloned:

• Billing information (type, dues, status, billing dates)
• Default Payment Method (credit card number, ACH, etc.)
• Contact Details (phone numbers, email address, home address)
• Members (only the member's name, photo, and contact details)

Details that are not cloned:

• Transaction History
• Agreements and other account files
• Add-on Services (e.g., personal training)
• Account Notes

To clone a member, first go to that member's account. 

Search for the member's account. If you need help searching for members, click here.

Click ACTIONS and "Clone to Location" under the member's profile picture.

Now you will choose which location you would like to clone the account to and click the orange "clone account" button. Remember that you must have user access to more than one location.

A note will be added automatically showing that the account has been cloned to the location you chose.