2 Members Accounts
In an ideal world it wouldn't happen. However, it is possible to end up with 2 duplicate accounts for the same member. The most common reason this happens is when you import your member data and don't know the member's email address when you import. Instead of signing in with the temporary WebCollect email address they have been allocated, they create a new account with their real email address. Or perhaps they have multiple email addresses, and forget they already have an account...
Which one to keep
If one account has an active DD authorisation on it, then that is the account to keep. DD authorisations cannot be transferred from one account to another.
If one account has a temporary email address, and the other is a real one, then the choice is easy (keep the real one!). If both accounts have real email addresses, then you may need to ask the member which one they want to use.
Cleaning up the one you don't want
Open up both of the member's pages in the admin panel. It is simplest if you use tabs in your browser, and have one open in each tab, so you can flick between the 2. Compare what information you have for the member on each page, to decide what you can/should transfer across.
Member details (name, addresses, phone numbers, DOB)
This is a copy/paste job. If the member has logged into the account you want to keep, you will no longer be able to change their details. This is because, once they have logged in and taken control of their account, we treat it as theirs. If they have logged in, the chances are they have completed all of their details (they are required to fill in the majority of them duing checkout). If there are any details missing, you will need to email them and ask them to update their account.
Unique Id (membership number)
This is for organisations who use the WebCollect Unique Id field to store membership numbers for their members. As the name suggests, the field is unique, ie 2 members can't use the same number. So if this needs transferring, you will need to edit the member account you are getting rid of (click on edit under the member's personal details), change the number to something else, or delete it. Then you can add it to the other account.
Membership Form
This is another copy/paste job. Click on edit under the membership form on the account you want to keep, and copy across the relevant information.
Subscriptions
If the member account has subscriptions listed that you want to transfer, you can do this provided the 2 member accounts are in a group together.
If one or other of the member accounts is already in a group, then you can just add the other account to that group. If neither are in a group, you need to create one. Go the member's page for the one you want to keep, and click on "Create a new group" (top right). Then go to the other member account. In the "Assign to an existing group", start typing the member's surname and you will see the group details appear. Click on the group to add the second member account to the group.
To transfer the subscriptions, go back to the member account you want to get rid of, and click on edit next to the subscription. In the owner dropdown, select the member you are keeping. Note: It can get quite confusing when both member accounts have the same first name/surname, so you might want to change one (e.g. add an extra letter so you know which is which). Once you have selected the member you are keeping, click on Save.
Orders
You can change the purchaser of an order to someone else in the same group as the original purchaser. On the member's screen for the member account you want to get rid of, scroll down to the Orders section and click on the order number to take you to the order processing screen. Click on the word "change" next to the purchaser (top of screen). You will see a pop-up box appear with a list of all members in their group. If the member account you want to transfer the order to is not listed, you need to get the 2 member accounts in the same group. See instructions in Subscriptions section above on how to do this.
Tickets
These move with the order. See above on how to transfer orders.
Deleting the member you don't want
Once you have transferred all of their information across to the account you want to keep, you can remove the member you don't want.
If the member is in a group, you must remove them from the group first. Click on the group name top right. Then on the family screen, click on Remove next to the member's name.
To remove the member, go to their member screen in the admin panel. The "remove" link is under the section with their personal details.
Removing a member removes them from your organisation. If they have never logged in, and are not members of any other organisation in WebCollect, then their account will automatically be deleted within a few minutes after you remove them. If they have logged in, but have asked to have their account deleted from the WebCollect database, please contact us with details of the account (email address and member details).
Note: If you remove the member via the Remove link on their individual member page, their orders will not be deleted.
Cleaning Up Groups
If you had to make a group in order to transfer the member's data across, once you have removed the member account that you don't want, you can then get rid of the group again. To do this, go to the member's account and click on the group link top right. (This is likely to be their surname). Click on "remove group".
