The Customer Success Team can help you merge duplicate contacts in your system so that you only have one!
To request that two contacts be merged, please fill out the Duplicate Contact Merge Request Form.
Please be ready to provide:
- The primary contact's Unique ID
- The duplicate contact's Unique ID
- What data you would like transferred from the duplicate contact to the primary contact.
Below is a breakdown of the information that we need and how the process of merging your contacts works.
Primary Contact vs. Duplicate Contact
Primary contact: the "main" contact where the majority of information lives. It will also be the contact that remains in the system after the merge has taken place. Please make sure you submit the contact with the most updated/accurate information as the primary contact.
Duplicate contact: the contact where extra information (form results, details, etc.) lives and will be transferred over into the primary contact. The duplicated contact is deleted from the system once the information has been merged.
Unique ID: Every contact is assigned a unique ID - a way of identifying the individual or group without using personal information.
For security, it is important that you never send us a name or other personally identifiable information. In the request form, we ask that you only give us the Unique ID of the primary and duplicate contact.
Data to be Merged
In the request form, you can choose which data gets moved over to the primary contact from your duplicate contact. The choices include:
- Assigned Staff
- Contact Sub Types (aka - the "Details" section)
If data in the "Details" section overlaps between the two contacts (for example: both contacts have two different Date of Birth entries), the data within the primary contact will be kept and data within the duplicated contact will be deleted.
- Form Results (Activities & Assessments)
If the duplicate contact has incomplete form results, when merged, the primary contact will add that incomplete form to their list and will be flagged as an incomplete contact.
- Groups & Families
- Program Enrollments
If program enrollments overlap, the earliest start date and latest end date will be recorded as the program enrollment dates.
For example: if the primary contact is enrolled in the Health & Wellness program from 6/1/2017 - 7/1/2017, and the duplicate contact is enrolled in the Health & Wellness program from 5/15/2017 - 6/15/2017, the contact after the merge will be enrolled in Health & Wellness from 5/15/2017 - 7/1/2017.
If you have any other questions, please reach out to a member of the Customer Success team via chat or email!