Daobook

Merging Duplicate Client Profiles

Combine two profiles for the same person, so all their appointments, notes and invoices sit on one.

3 min read Updated 25 September 2026

Merging Duplicate Client Profiles

Sometimes one person ends up with two profiles, often because they booked online and typed their name a little differently. Merging moves everything onto one profile and archives the other.

Prerequisites

  • Only clinic owners and admins can merge profiles.

Step 1: Open one of the profiles

Open either profile and click "Merge" at the top, between Edit and Archive. It doesn't matter which of the two you start from.

The top of a client profile with the Merge button highlighted between Edit and Archive

Step 2: Find the duplicate

Under Search for the duplicate profile, search by name, phone number, email or date of birth, and pick the other profile from the results. Click "Compare profiles".

The Merge profile page with the duplicate profile Hamish B selected and the Compare profiles button below

Step 3: Choose which profile to keep

Under Which profile should be kept?, the profile with more appointments and invoices is already selected. Each card shows the date of birth, email and how many appointments, invoices and prescriptions it holds, so you can check you have the right person.

Two profile cards side by side: Hamish Bennett with 32 appointments selected to keep, and Hamish B with none

Step 4: Resolve differing details

Under Resolve differing details, only the fields that differ between the two profiles are listed. For each one, pick the value to keep. Where one profile has a value and the other is blank (shown as —), the filled-in value is already selected.

For Medical alerts, Known allergies, Current medications and Notes you can also choose "Combine both" to keep the text from both profiles.

The Resolve differing details list, with the full surname Bennett chosen over B, and the kept profile's email, mobile, address, allergies and medications selected

Step 5: Confirm the merge

Under Confirm, type the name of the profile being archived exactly as it's shown, then click "Merge profiles". You land on the kept profile.

The Confirm section with Hamish B typed into the box and the Merge profiles button

Everything from the archived profile moves across: appointments, consultation notes, prescriptions, invoices and payments, emails, SMS and letters, intake forms, uploaded files, cases, waiting list entries and follow-ups. Any account credit on the two profiles is added together.

Tips:

  • A merge can't be undone from within Daobook. If you merge the wrong two profiles, contact us through Get Help straight away.