The Sporty platform automatically merges records if someone is added with enough matching details for the system to know it is the same person. However, it must be 100% sure to ensure data integrity and security.
This article shows how you can manually merge records in instances when Sporty has not automatically merged them and you are 100% sure they relate to the same person.
In this article:
- Merge records of people that the system has identified as potential duplicates
- Merge any other people, where you are certain they are duplicate (use with caution)
- Unmerge records if you've made a mistake (only available for a limited time after merging)
- FAQs
If someone registers with you and the details they provide are insufficient for Sporty to automatically confirm a person match, but are similar enough to suggest a possible match, the person will appear in the Duplicates tab under the Relationships section of their record in SuperCRM.
Methods to check Duplicate Person Records
1. Reviewing the Duplicates tab against the specific person record.
2. Running the Potential Duplicates report from the SuperCRM.
Running the Potential Duplicates report from the SuperCRM will list of any people that share the same First Name, Last Name, and at least one of the following 'person matching' fields:
- Date of Birth
- Email Address
- Phone 1
- Phone 2
- Parent Phone
- Parent Email
The report will provide a link to allow you to merge/link two people together if you decide that they are the same person.
Merge Duplicate Person Records via the SuperCRM
1. Navigate to the Duplicates tab against the person's profile and click Check against the duplicate record noted.
2. On the 'Merge Duplicates' modal, select which information you want to keep with this merge.
- If you aren't sure which details are correct, click Cancel to exit. You can return to this modal anytime.
- If you don't believe that the record identified as a likely match are the same person, click Not a duplicate.
3. Click Merge to complete the merge (Clubs/Schools). Click Link to combine the registrations into one person record (RSO's/NSO's).
4. When there are no further likely matches remaining, the duplicates tab will display 'No
duplicates to review'.
Merge Duplicate Person Records via the Potential Duplicates Report.
This method allows for all potential duplicate person records to be identified. Run the Potential Duplicates report and review duplicates identified. A link will be provided beside each identified person, click this review the information and if a merge is required, select which data to keep and click merge.
Unmerge or Unlink Person Records
If two person records have been manually merged, you will have the option to unmerge them. This will revert any person details that had been updated in the merge and will move any affected registration records back to their original person.
You can find this option on the person's CRM profile by going to their Relationships tab and then selecting the Duplicates tab.
Note: the process will be called a 'Merge/Unmerge' if the two original people were from the same organisation. If they were from different organisations, the process will be called a 'Link/Unlink'.
Click Unmerge or Unlink
A modal will open to notify of any merged person details that had been updated since the merge and if any registration records will be moved back to the original person.
Click Unmerge or Unlink to complete the process.
FAQS
Q: Why is a person not displaying as a likely duplicate when I can see them in the SuperCRM twice?
A: If a person has registered with the same name but a different date if birth on both records, the date of birth will first need to be updated on one of the person records before the person will display as a likely duplicate in the duplicate matching interface.
Due to eligibility and grading restrictions, only Sporty support, or organisations at Regional level or above can modify Date of Birth value.
Q: Why can I not perform a merge on a person with multiple usernames?
A: Person records with 2 different user accounts are unable to be merged without first removing 1 of the usernames. This can be done in the username screen, click here for more information.