This guide is for System Admins who need to combine two Contact records that belong to the same person.
Contact you keep: this record remains active and keeps its name and email address.
Contact you archive: this record is archived and its related history moves to the Contact you keep.
Before merging Contacts
Open both Contacts separately and check their names, email addresses and activity. Decide which record should remain before starting the merge.
The merge dialog works with two existing Contacts. It does not create a new Contact.
Check the Keep and Archive badges before selecting Merge. The Contact marked Keep remains. The other Contact is archived and its information is combined into the Contact you keep.
Open Merge Duplicate
Go to https://admin.cademy.io and log in.
Select Contacts in the main menu.
Search for and open one of the duplicate Contacts.
Open the ... menu in the top-right corner of the Contact page.
Select Merge Duplicate.
The Merge Duplicate Contact dialog opens. The Merge button remains unavailable until you select another existing Contact.
Choose which Contact to keep
Select the Merge with field.
Search for and select the other duplicate Contact.
Under Which contact do you want to keep?, review both Contact cards.
Check which card shows Keep and which shows Archive.
To reverse the choice, select the other Contact card.
By default, the Contact selected in Merge with is marked Keep. The Contact page you started from is marked Archive.
If you change the Contact in Merge with: Cademy resets the choice and marks the newly selected Contact as Keep. Check both badges again before continuing.
Understand what happens
The What happens when you merge summary explains the result:
Bookings, orders, registrations, messages, notes, certificates and vouchers move to the Contact you keep.
Filled-in fields copy across, but blank fields do not overwrite existing information.
The Contact you keep retains its name and email address.
Tags from both Contacts are combined.
Complete the merge
Confirm that the correct Contact shows Keep.
Review the What happens when you merge summary.
Select Merge.
Wait for the Contacts merged confirmation.
If you kept the Contact selected in Merge with, Cademy opens that Contact's page. If you kept the Contact you started from, you remain on that page and its details and activity refresh.
Check the kept Contact's details, tags and activity after the merge.
Frequently asked questions
Which Contact is kept by default?
The Contact you choose in Merge with is kept by default. Select the other Contact card if you want to keep the Contact page you started from.
Can I create a new Contact from the merge dialog?
No. Select an existing Contact in Merge with.
Why is the Merge button unavailable?
Select an existing Contact in Merge with. The button remains unavailable until Cademy has enough information to complete the merge safely.
What happens to the Contact marked Archive?
That Contact is archived. Its related history and useful information move to the Contact marked Keep.
Which name and email address remain?
The Contact marked Keep retains its name and email address.
What happens if I select a different duplicate?
The newly selected Contact becomes the default Keep choice. Review both badges again before selecting Merge.
Why can I not see Contacts or Merge Duplicate?
The Contacts page requires System Admin access. Ask a System Admin in your organisation to check your access or complete the merge.
Is changing an email address to one used by another Contact the same process?
No. That change opens a separate Confirm email address change process. See Manage Contacts.