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Identifying and Merging Duplicate Members in your Community

Maintaining a clean and organized database is essential for smooth event operations. In WeezCrew, duplicate profiles can occur if a volunteer registers multiple times using different emails or variations of their name. This article explains how to identify potential duplicates and merge them into a single, accurate record.

 

Managing Your Database: 

Maintaining a clean and organized database is essential for smooth event operations. In WeezCrew, duplicate profiles can occur if a volunteer registers multiple times using different emails or variations of their name. This article explains how to identify potential duplicates and merge them into a single, accurate record.

Why Clean Your Database?

Merging duplicates ensures that:

  • Schedules are accurate: Prevents a single person from being assigned to two different places at once under two profiles.

  • Accreditation is seamless: Avoids printing multiple badges for the same person.

  • Communication is effective: Ensures the volunteer doesn't receive the same email or SMS multiple times.

How to Identify Potential Duplicates

WeezCrew provides an automated tool to help you find similar profiles within your community.

  1. Navigate to the Community (or Members) module in the side navigation bar.

  2. Look for the Duplicates or Manage Duplicates button (usually located at the top right of the member list).

  3. The system will generate a list of "Potential Duplicates" based on matching criteria such as:

    • First and Last Name

    • Email address

Phone number

Détecter et gérer les doublons dans ma Communauté EN0

How to Merge Profiles

Once the system identifies potential duplicates, you must manually review and merge them to ensure no data is lost.

  1. Select the Profiles: In the duplicate management view, select the two (or more) profiles that represent the same person.

  2. Review the Information: A side-by-side comparison will appear. You will see the data associated with each profile (e.g., photo, custom fields, missions assigned).

  3. Choose the "Primary" Profile: Select which profile should be the main record. This is usually the one with the most complete information or the most recent activity.

  4. Consolidate Data:

    • The system will automatically transfer missions, documents, and accreditation rights from the "duplicate" profile to the "primary" profile.

    • For conflicting fields (e.g., two different phone numbers), select the radio button next to the correct piece of information you wish to keep.

  5. Confirm Merge: Click the Merge button.

Important: This action is permanent. Once merged, the secondary profile is deleted, and all history is moved to the primary account.

Pro-Tips for a Clean Database

  • Check Regularly: We recommend checking for duplicates after major recruitment phases or just before printing badges.

  • Search by Email: If you suspect a duplicate that the system didn't catch, use the Search Bar in the Member list to look up specific names and manually initiate a merge by selecting both profiles.

  • Mandatory Fields: To prevent future duplicates, ensure that "Email" is a mandatory field in your registration forms; the system uses this as a primary unique identifier.