If an applicant applies more than once to your job Openings, they can be identified as a duplicate in Fountain. These settings are managed within your Company Settings page.

Duplicate applicants can currently be identified by email, phone number, and name. Navigate to the Openings page and click Applicant Table or Universal Applicant View from the Applicants dropdown menu.

When an exclamation point icon appears next to an applicant's name, it means that the applicant has a duplicate profile in Fountain.

If you click on an applicant and open their profile, the number of duplicate applicants will be available in the top menu bar next to the applicant's name.
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If you click the dropdown arrow and choose View all applications, the list of duplicate applications containing the duplicate information will appear.
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When you add a note to an applicant who has duplicates, tick Share note across all duplicate applications to show the note on every linked profile, including applications the person submits later. A note saved without it stays on the profile you wrote it on.

Fountain links duplicate profiles when an application is created, based on the details that match at that moment. Changing a phone number or email later does not remove the link. Shared notes already on both profiles stay there, and new shared notes keep reaching every linked profile.

To take a shared note off the other profiles, edit the note, untick Share note across all duplicate applications and click Update. The note then shows only on the profile it was first written on. To separate two profiles completely, for example when two different people applied with the same phone number, contact Fountain Support.

You can customize how you want to identify and handle duplicate applicants via Company Settings.

To set the parameters for duplicate applicants in your account, you can utilize any of the data keys displayed below. Fountain will flag Applications if any of the data fields you select are an exact match.

You can prevent applicants from applying more than once by choosing certain rejection reasons to automatically block. After that, you can define what happens when an identified duplicate applicant re-applies.

If you have restrictions at the account level or Opening level around whether an applicant can apply more than once, you can define how many days need to pass until the second application will be permitted. This toggle will only appear if the Can apply to each Job Opening once or Can NOT apply again options are selected. The number of days that need to pass can be adjusted by typing in the __days box. You must enter a number higher than zero in this box. This feature is especially helpful for seasonal roles where someone might be eligible to apply again once it is a new season.

Utilizing this toggle does not affect how applicants are defined as a duplicate in the system. This is still determined by the selected duplicate criteria.

You can customize the message that will be shown to applicants that are blocked by Duplicate Rules.

When someone submits an Opening's application form with the same details as an earlier applicant in that same Opening, and your Duplicate Rules let them apply again, the form asks Continue previous application? before it creates anything. It appears only while the earlier application sits in a Stage with a landing message, and not once it is in a Rejected, Archived or Hired Stage.

You can't hide this prompt or either button. When the person needs your team to see their submission, for example a manager resubmitting an internal request form, ask them to choose No, apply again. With Can apply to each Job Opening once or Can NOT apply again, a repeat applicant can't apply again, and the form offers only to send a link to their earlier application.