# Merge duplicate patients

> To merge duplicate patients in Velarya, select both profiles on the Clients list, choose Merge, pick the Record to keep and select Merge Clients. The duplicate's appointments, sales, memberships, balances and clinical records move to the kept profile, wallet credit and points are added together, and the duplicate is deleted.

- Source: https://velarya.com/help/merge-duplicate-patients
- Who can do this: Admins (Merge duplicate clients, with Client personal info at edit)
- Plans: Basic, Scale, Branded, Connected
- Time: 2 minutes
- Last verified: 2026-10-01

## Merge two patient profiles

Merging in Velarya combines two profiles of the same patient into the one you choose to keep. Duplicates often come from a patient added at the desk who later signs up in the patient app with a phone number and email that both differ from the desk profile's. Before you merge, open each profile and compare the date of birth, contact details and visits to be sure they belong to the same person.

1. Select **Clients** in the left sidebar.
2. Type the patient's last name, email or phone number in **Search clients...** so both profiles show.
3. Select the checkbox beside each of the two profiles. The bar at the bottom of the screen reads "2 clients".
4. Select **Merge** in that bar.

![Clients list selection bar reading 2 clients, with Merge outlined](https://velarya.com/assets/help/merge-duplicate-patients/merge-select-two-e481b7d3.webp)

5. In **Merge Clients**, choose the profile to keep under **Record to keep**. Each profile is listed by name, followed by its email, or its phone number when it has no email; a profile with neither shows its name only.

![Merge Clients dialog, Record to keep set to the Teagan Mirza profile with an email](https://velarya.com/assets/help/merge-duplicate-patients/merge-record-to-keep-449bfae3.webp)

6. Check the red box: **Will be permanently deleted** names the other profile.

> **Important:** Merging deletes the duplicate for good. Open both profiles and confirm they are the same patient before you select Merge Clients.

7. Select **Merge Clients**. "Clients merged successfully" appears, and the list shows one profile for the patient.

Keep the profile whose membership should continue, since the other profile's membership is cancelled when both have one. The kept profile's name stays too, and a name can be corrected afterwards. [Find, filter and export your patients](https://velarya.com/help/find-and-filter-patients) has more ways to find a patient on the list.

## What moves to the kept profile?

Merging in Velarya moves the duplicate's appointments, sales, memberships, balances and clinical records to the profile you keep, then deletes the duplicate.

| On the duplicate | After the merge |
|---|---|
| Appointments, sales and payments | Move to the kept profile |
| Memberships and their billing history | Move to the kept profile, as the next section explains |
| Wallet credit and reward points | Added to the kept profile's balances, with their history |
| Cards on file (**Stored Methods**) | Show on the kept profile |
| Comments on **History** and vouchers | Move to the kept profile |
| Charts, signed consent forms, visit notes, photos and files | Move to the kept profile |
| Medical alerts | Move to the kept profile, so alerts from both profiles show on it |
| Medical history (allergies, medications, conditions) | Combined with the kept profile's |
| The patient's app sign-in | Links to the kept profile |
| Name | The kept profile's name stays |
| Phone, email, date of birth, address and scheduling alert | Fill the kept profile's empty fields; its own values stay |
| The duplicate profile | Permanently deleted |

For example, a kept profile with $20.00 of wallet credit and 300 points, merged with a duplicate holding $15.00 and 150 points, ends with $35.00 and 450 points. [Adjust a patient's points or wallet credit](https://velarya.com/help/adjust-a-patients-points-or-wallet-credit) covers correcting a balance afterwards.

## What happens when both profiles have a membership?

When both profiles in Velarya have a membership that hasn't ended, the kept profile's membership carries on and the duplicate's is cancelled at once. Velarya stops the duplicate's billing before it merges anything, and if the billing can't be stopped, nothing is merged and you can try again. The cancelled membership moves to the kept profile as history, so its past payments stay on record. When only the duplicate has a membership, it moves to the kept profile and carries on as before.

The merge's cancellation charges nothing and refunds nothing. To give back part of the duplicate's current period, cancel that membership first with a refund, as [Change or cancel a membership](https://velarya.com/help/change-or-cancel-a-membership) shows, then merge. To keep the duplicate's membership instead, choose the duplicate as **Record to keep**.

## What do patients see?

Patients see one profile at your practice after a merge. Their app sign-in links to the kept profile, so in the patient app their appointments, membership, saved cards, wallet credit and points from both profiles show together. Merging never changes their sign-in or their records at any other practice that uses the Velarya app, and Velarya sends the patient no message about the merge.

Velarya records every merge in your practice's audit log, with who merged the profiles and when.

## If something goes wrong

**Merge isn't in the bar at the bottom of the screen.** **Merge** appears when exactly two patients are selected, for staff with **Merge duplicate clients**. Clear any extra selection, or ask an Admin to merge the profiles.

**"These two clients have tax invoices under different National IDs, so they are different people and cannot be merged."** Each profile has sales with a tax invoice issued to a different National ID, so Velarya treats them as two people. Keep both profiles.

**The search shows one profile, and you know there are two.** The duplicate is under a different spelling, email or phone number. Search by phone number, then by email, then by last name.

**The kept profile has the wrong name.** The name comes from the profile chosen as **Record to keep**. Correct it with **Edit client details**, as [Update, archive or delete a patient](https://velarya.com/help/update-archive-or-delete-a-patient) shows; a name change needs an Admin or a Location Manager.

## Frequently asked questions

### Can I undo a merge?

No. Merging in Velarya moves the duplicate's records to the profile you keep and then deletes the duplicate, so there is no profile left to split back out. Before you select Merge Clients, open both profiles and confirm they are the same person, and check that Record to keep names the profile whose membership and name you want.

### What happens to points and wallet credit when I merge?

Velarya adds them together. A kept profile with $20.00 of wallet credit and 300 points, merged with a duplicate holding $15.00 and 150 points, ends with $35.00 and 450 points. The history behind both balances moves too, so the kept profile's wallet and points history show every earlier credit, redemption and adjustment from both profiles.

### Which name and contact details does the merged profile keep?

The kept profile's. Its name, phone number, email, date of birth and address stay as they are. Where the kept profile has one of those contact details empty, Velarya fills it from the duplicate, and it does the same with the scheduling alert. A wrong name can be corrected afterwards with Edit client details.

### Can I merge three profiles of the same patient?

Yes, two at a time. Merge the first duplicate into the profile you want to keep, then search for the patient again and merge the second duplicate into that same profile. Each merge adds the duplicate's balances and moves its appointments, sales, memberships and clinical records, so after the second merge the kept profile holds them from all three.

### Who can merge patients in Velarya?

Admins, who hold Merge duplicate clients. A custom role can hold it too, together with Client personal info at edit, which merging needs. The Merge button appears in the bar at the bottom of the Clients list for staff with that permission once exactly two patients are selected. Every merge is recorded in your practice's audit log with who merged the profiles and when.