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How to Know Which Personify Account to Keep and Which Items to Save Beforehand

How to Merge

How to Know Which Personify Account to Keep and Which Items to Save Beforehand

READ ALL of the below information since all of it is used to determine which account to retain when merging.

1. Children with active childcare/afterschool orders:
   • If you merge (do not keep) the account with the active childcare/afterschool the child gets added to Playerspace again, messes up the roster, and it cannot be fixed.
   • To remedy: Retain the account with the active childcare/afterschool orders.
2. Login credentials (18+):
   • The account with the Login credentials should be the account you keep. 
   • If the Personify accounts shows: - this means they do have login credentials. You need to retain this account.
   • If they show - this means they do not have login credentials. You can merge this account.
3. Facility Access Number.
   • If the person’s correct Facility Access number is on the account you are merging (not retaining), then right-click copy that Facility Access number, delete it, and save. 
   • After you have deleted the number then go to the account you are retaining and paste it as their correct Facility Card number, then Save. 
   • If you do not do this, their Facility Access number is lost in the merge, and will not show on their merged account, but Personify also won't let you save it, claiming it's already on someone's record.
   • Confusing! Please seek clarity if you don’t understand.
4. Payment methods:
   • Only stay on the account that you choose to keep.
   • To check if they have payment methods saved, use “Manage CCs” and “Manage EFT.”
5. Facility Access scans.
   • Only stay on the account that you choose to keep.
   • If HIPAA membership, GymPass, Fit On Health, or DOD membership and they have scan-ins from the current and previous month, we need to retain this account. If the scans are older than two months it's okay to merge this account.
   • If it's one of the above memberships and you need to merge (not keep) the account with scan-ins from the last two months, then stop here and let KellySH know. She'll need to print their Facility Access report and keep it for billing purposes before that information is lost in the merge.
6. Default Bill-To:
   • Only stays on the account that you choose to keep.
   • To remedy: Look who the Default Bill-To is and after the merge, make sure that you resave the default Bill-To to the correct person.
7. Profile Pictures:
   • Only stay on the account that you choose to keep.
   • To remedy: Click on the camera symbol, then right-click on their profile picture, save it to your computer. Then merge accounts and resave the profile picture to the merged account.
8. Email and Phone number “locations.”
   • Every email and phone number in Personify has a "location" connected to it. "Home," "Business," "Home Alternate 1," etc...
   • Personify only keeps one "location" in the merge. All unique "location" emails/phones will save in the merge no matter which Personify account it's on. 
     • If the account you are keeping has a “Home” email (let's call this #1), and the merged account also has a “Home” email (let's call this #2), then only the #1 “Home” email stays when the accounts are merged.
   • To remedy: Copy all emails and phone numbers that you need to on a word doc, then merge, and paste them back.

How to Merge

It's easiest to open the Personify accounts in two different tabs

Read the entire section above How to Know Which Personify Account to Keep and Which Items to Save Beforehand before continuing with these directions.

1. In Personify on one account click on the 'Actions' button on the top right of the page.
2. The account that you are on will already be loaded on the left side of the screen.
3. On the right side you need to load the other Personify account. To do this either: 
   • Type the lastname;firstname or partial name with % symbol and click the magnifying glass. Then highlight the correct customer and press select, or double click.
   • Or click 'Advanced' to search using the Customer ID. Then highlight the correct customer and press select, or double click.
4. Now both the left and right side should have different accounts loaded.
5. At the bottom, click the bullet point on the right or left side of the page depending on which account you are keeping.
6. Select 'Merge Constituents.'
   • 
7. Select 'Yes'
8. When completed Personify will take you directly to the account that you kept. 
9. Make sure to add all the items you saved from the section above How to Know Which Personify Account to Keep and Which Items to Save Beforehand back into this account.
10. Check the Family Members section for any family member's accounts you should merge.