Heads Up!
If you see an Email Taken error when adding a client email, that email is already associated with another client record. To resolve this, merge the duplicate client records or archive and delete the extra record.
You can now merge duplicate contacts from imports effortlessly. This feature lets you combine details from both contacts without losing any information. Merging is quick and easy—just follow the steps below to get started! By merging duplicates, you can eliminate errors and ensure a seamless experience, such as avoiding issues when sending portal invitations.
Note: To access the merge functionality, your account must be migrated to the updated Clients & Contacts format (CRM 2.0). Without this migration, the merge option will not be available in your account.
Prerequisites for the Merge Functionality
To merge duplicate contacts in Canopy, ensure your account is migrated to Clients & Contacts format (CRM 2.0). This updated CRM structure introduces the "Merge Contacts" feature, visible in the interface post-migration. Troubleshooting duplicate entries can be achieved by leveraging Canopy's contact list features, such as email filtering to identify potential duplicates before merging.
Merge Contacts
Identifying Duplicate Contacts
To effectively merge contacts, you first need to identify duplicates using Canopy's filtering tools and contact list view.
1. Navigate to the Contact List.
Log in to Canopy, navigate to the Clients tab, and select the Contact List tab.
2. Locate the duplicate Contacts in the Contact List.
Scroll through the Contact List or use the search bar to find the duplicate contacts. Additionally, you can filter the contact list by email address to quickly locate duplicates associated with the same information.
3. Click the checkbox to select Contacts.
Select two or more contacts to merge (you can merge up to 10 contacts).
4. Click the Merge Contacts icon.
The Merge Contacts icon is located in the upper right corner.
5. Select a Main Contact, then click Continue.
The email, phone numbers, and addresses from the rest of the contacts will be merged into the main contacts record.
Heads Up! Merging two separate client accounts is not supported in Canopy. While you can combine contact records from different accounts, the accounts themselves remain distinct.
Tip! If multiple contacts have been invited to the client portal using different logins, they cannot be merged. To merge them, you must first unlink all but one of the contacts from the portal invite. Alternatively, all contacts must be invited under the same email. Similarly, if contacts are synced to different QBO accounts, you will need to remove the additional QBO syncs before merging them. For instructions on how to unlink a contact from the client portal, click here!
6. Review merged information, then click Confirm Merge.
The first name, middle name, last name, birthdate, SSN, occupation, and employer have defaulted to the main contact's information.
Once the contacts are merged, you will see a confirmation notification at the bottom of the contact list screen.
However, it is important to note that while contact information can be merged, separate client accounts cannot be combined in Canopy. This distinction helps in understanding the scope of the merging functionality.
