> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Handle duplicate or merged customer records

> Fix duplicate customers by migrating to an additional contact, restoring deleted records, or deleting mistakes safely.

## What you will accomplish

You will clean up customer records when the same person appears twice, a record was created by mistake, or you need to bring back a deleted customer.

Getting this right protects billing history, cars, and portal access.

## Before you start

* Search [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all) by email and phone to confirm you have duplicates—not just similar names.
* Decide which record should stay (**keep**) and which should go (**remove**).
* Check cars, invoices, and documents on both records before deleting anything.

> [!WARNING]
>
> **When in doubt, ask a manager**
>
> Deleting or migrating customers can move billing and subscriptions. If money is involved, get a second pair of eyes before you continue.

## Choose the right fix

> [!NOTE]
>
> | Situation | Best action |
> | - | - |
> | Same person, two customer records—one should be a spouse or assistant on the other account | **Migrate to additional contact** |
> | Record created by mistake with no important history | **Delete customer** |
> | Customer was deleted but should be active again | **Restore** (from deleted filter) |
> | Wrong car on a customer | Unassign or reassign the car—see [Link cars and documents](/docs/contacts/link-cars-and-documents.md) |
> | Customer paused storage but history should stay | Mark **Inactive** in CRM Information (steps below) |

## Migrate a duplicate to an additional contact

Use this when the "extra" customer is really the same household or the same person who should live under another account (for example a spouse who got their own record by accident).

**1. Open the duplicate record**

On [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all), open the customer you want to **remove** as a standalone record.

**2. Scroll to Danger Zone**

Scroll to the bottom of the page and find the **Danger Zone** section.

![Danger Zone on customer detail page showing Migrate to additional contact and Delete Customer](https://mintcdn.com/carstoragesoftware/R5kE8xRstcG_Arf7/images/contacts/customer-danger-zone.webp?fit=max\&auto=format\&n=R5kE8xRstcG_Arf7\&q=85\&s=53c5972003913e88ffc16094bb515797)

*Danger Zone holds serious actions at the bottom of the customer page. Read each description before you click.*

**Why this matters:** These actions cannot be undone with a simple undo button. Take a moment to confirm you opened the correct person.

**3. Click Migrate to contact**

Click **Migrate to contact**. A window opens asking you to choose the **target** customer—the account that should keep the history.

![Migrate to additional contact dialog asking which customer record should receive the history](https://mintcdn.com/carstoragesoftware/R5kE8xRstcG_Arf7/images/contacts/migrate-to-contact-dialog.webp?fit=max\&auto=format\&n=R5kE8xRstcG_Arf7\&q=85\&s=785edc71aa0549d9235dc1393f759f80)

*The migration window asks you to pick the main customer account. Billing and subscriptions can move to that target record.*

**Expected result:** You search for and select the customer who should remain the main account (for example the spouse who already has the cars linked).

**4. Confirm and review**

Follow the prompts to complete the migration. Billing, subscriptions, and payment methods can move to the target account.

**Expected result:** The duplicate standalone record is gone. The person appears under **Contacts** on the target customer's page. Refresh [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all) to confirm the extra row disappeared.

> [!TIP]
>
> **Why migrate instead of delete**
>
> **Migrate** keeps payment history and subscriptions intact. **Delete** is for records that should disappear entirely.

## Mark a customer inactive

When someone pauses storage but you want to keep their history—and they are **not** a duplicate:

**1. Open CRM Information**

On the customer detail page, scroll to **CRM Information** → **Current Stage**.

**2. Turn off Active**

Use the **Active / Inactive** switch next to the stage area.

![CRM Information section showing Active toggle and Current Stage](https://mintcdn.com/carstoragesoftware/R5kE8xRstcG_Arf7/images/contacts/customer-crm-active-toggle.webp?fit=max\&auto=format\&n=R5kE8xRstcG_Arf7\&q=85\&s=edd6df039b15e5e5c2c35d8084ee1e05)

*Inactive customers stay in the system but are hidden from default Active lists.*

**Expected result:** The switch shows **Inactive**. On [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all), open **Filters & settings** → **Status** and choose **Inactive** to find them again.

See [Edit customer details](/docs/contacts/edit-customer-details.md) for more on CRM fields.

> [!NOTE]
>
> **Inactive is not the same as delete**
>
> **Inactive** hides a customer from day-to-day lists but keeps their cars, billing history, and documents. **Delete** is for records that should be removed from normal use entirely.

## Delete a mistaken record

**1. Confirm nothing important is linked**

Check **Cars**, **Documents**, open invoices, and portal access. Move anything needed to the correct customer first.

**Why this matters:** Deleting does not automatically move cars to another person—you must reassign them first.

**2. Open Danger Zone**

On the mistaken record, scroll to **Danger Zone** at the bottom of the page.

**3. Click Delete Customer**

Click **Delete Customer** and read the confirmation message carefully. Confirm when you are sure.

**Expected result:** The customer disappears from normal lists. They are not permanently erased immediately—your team can still restore when policy allows.

## Restore a deleted customer

**1. Show deleted customers on the list**

On [All Contacts](https://www.carstoragesoftware.com/dashboard/contacts/all), open **Filters & settings** and set **Status** to **Deleted**.

![All Contacts page with Filters and Settings open and Status set to Deleted](https://mintcdn.com/carstoragesoftware/ggah6moKlxnkQYNH/images/contacts/contacts-deleted-status-filter.webp?fit=max\&auto=format\&n=ggah6moKlxnkQYNH\&q=85\&s=acf125cd894083ddadefa3d8d71da5a1)

*Choose Deleted under Status to find customers your team removed but may still restore.*

**Expected result:** The list shows only customers who were deleted. Find the person you need to bring back.

**2. Open the deleted customer**

Click the deleted customer's name to open their detail page.

**Expected result:** The page may look similar to a normal record, with a **Restore** option available.

**3. Click Restore Customer**

Use the **Restore Customer** action on the page and confirm in the window that appears.

Read the confirmation message before you click **Restore**. You are bringing the record back to normal active lists—not creating a brand-new customer.

**Expected result:** The customer returns to normal lists with their history. Change **Filters & settings** → **Status** back to **Active** to see them on the default list again.

> [!WARNING]
>
> **Restore does not undo a migration**
>
> **Restore** brings back a **deleted** customer. It does not reverse **Migrate to contact**—that person now lives under another account's **Contacts** section. If you migrated by mistake, open the target customer and review **Contacts** and billing there.

## Prevent duplicates next time

* **Search first** before **Create New Customer**—see [Find and filter contacts](/docs/contacts/find-and-filter-contacts.md).
* Use [Import customers, cars, events, and photos](/docs/contacts/import-customers-and-cars.md) with care; review the preview step for duplicate emails.
* Train staff to check email and phone, not just first name.
* When a spouse or assistant calls, add them under **Contacts** on the main account instead of creating a second customer record.

## Troubleshooting

> [!WARNING]
>
> **Migrate button is disabled or fails**
>
> You may lack permission, or the target customer may not be valid. Ask an admin. Do not delete both records without a plan for cars and invoices.

> [!TIP]
>
> **Customer still appears twice after migrate**
>
> Refresh **All Contacts**. Open the target customer and check **Contacts** for the migrated person. The old standalone row should be gone.

> [!WARNING]
>
> **I deleted the wrong customer**
>
> Open **Filters & settings** → **Status** → **Deleted**, find the record, and use **Restore Customer** as soon as possible. If restore is no longer available, contact your manager immediately.

## What to do next

* Link remaining cars correctly: [Link cars and documents to a customer](/docs/contacts/link-cars-and-documents.md)
* Resend portal access if needed: [Invite a customer to the portal](/docs/contacts/invite-a-customer-to-the-portal.md)
* Verify billing after a merge: [Manage billing on a customer record](/docs/contacts/manage-billing-on-a-customer-record.md)


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