How to merge clients, projects, and people

When to Use Merging

You might want to merge entities in the following scenarios:

1. CRM Project Continuation

   A project created from your CRM overlaps with an existing one in Operating. Merge them to avoid fragmentation.

2. Duplicate Data

   You’ve accidentally created or imported duplicates — e.g., multiple people or clients representing the same real-world entity.

3. Multiple ERP Entries

   You have several project entries in your ERP, but they’re treated as a single project for time tracking or resource planning. Merge to unify reporting.

What Happens During a Merge

• Conflict Resolution: You can choose which data to keep when values differ (e.g., descriptions, owners, dates).

• Preview Mode: You’ll see a side-by-side preview of the entities.

• External References: If the merged entity came from an external source (e.g., CRM, CSV import), the external ID/reference is preserved in the final merged entity.

How to Merge Entities

1. Go to the relevant entity list

   Navigate to Person profile, a Project Details page, or a Client Details page

2. Click "Merge"

   Click the three dots in the top right corner, and then merge projects/clients/people

3. Select which entities to merge

   Select the entity you want to merge into.

4. Review and resolve conflicts

   • You’ll see a preview screen.

   • Choose which entity’s data to keep in case of a conflict

   • Fields that don’t conflict will be auto-merged.

5. Confirm the merge

   Once confirmed, the merged entity becomes your master record. Any external IDs or references from integrations (CRM, CSV, etc.) will be preserved and moved.

Note: Merging cannot be undone — double-check the data before confirming.

Things to Keep in Mind

• Merging is irreversible. Always review the preview carefully.

• When the other project has budgets, the merge dialog shows a warning, and the wording depends on where those budgets belong. If all of them belong to phases, each phase moves to the project you keep and brings its budgets with it, so no budget is removed. If none belong to phases, the merge removes all budgets from the other project and uses the budgets from the project that has "Keep this data" selected. If some belong to phases and some belong to the project itself, the merge removes the budgets the project holds itself and uses the budgets from the project that has "Keep this data" selected. Budgets that belong to a phase are kept, because each phase moves to the project you keep and brings its budgets with it.

• External systems linked via integrations will continue syncing using the preserved external ID/reference.

• Things that prevent merging projects:

  • If you try to merge a confirmed project into a tentative one. Tentative projects can’t have confirmed allocations, that’s why it’s prevented

  • If the billing types conflict. Change both billing types to the desired one to continue with the merge.