Duplicate contact detection and review

Clubworx now finds contacts that look like the same person and lists them for you to review, so you can merge them or mark them as separate people. When one person has two records, each record holds only part of their history. Some bookings, payments and notes sit on one record and the rest on the other, and the person may even have two app logins. Whichever record you open, you only see half the story.
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Duplicate contact detection does the finding for you. You stay in control of the outcome, because nothing is merged until someone on your team reviews the pair and chooses to merge it.

Clubworx checks your contacts and flags pairs that have a similar name, the same email address or the same phone number. Each pair shows what matched, so you can decide whether they’re the same person. Members, prospects and non-attending contacts are all included.
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Contacts linked as family members aren’t flagged for sharing an email address or phone number, only for having a similar full name. This means a parent and child who share a phone number won’t be matched.
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Contacts you add or update are usually checked within a few minutes. Contacts brought in through an import can take up to a week to appear.

To review and merge duplicates, a user needs the Can Perform Contact Merges permission. Users without it won’t see the banner and can’t review or merge duplicates.
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To give a user access, go to Settings > Users > Edit User and tick Can Perform Contact Merges under Contacts.

You’ll see possible duplicates in three places.
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The People page. When Clubworx has found possible duplicates in your account, a banner appears at the top of the People page. Select it to go to the review page.
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A contact's profile. If a contact has a possible duplicate, a notice appears on their profile so you know there may be a second record.
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The review page. This page lists every possible duplicate pair in your account. Each pair shows both contacts side by side, along with which details matched (name, email or phone).
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Merge a pair when both contacts are the same person. Merging brings their memberships, payments, bookings and notes together on the record you keep. To learn more, about merging, refer to Merging Contacts.

Some pairs look alike but are different people, such as a parent and child who share an email address, or two members with the same name. Mark these as not a duplicate so they stay separate.

The pair is removed from your review list. Both contacts stay exactly as they are, and Clubworx won't flag them as a pair again, even if their details still match.

How does this differ from the merging contacts feature?
Duplicate detection finds possible duplicates, and merging is how you fix them. The existing merge feature hasn’t changed.

Will family members who share an email or phone number fill up the list?
No. Contacts linked as family members aren’t flagged just for sharing an email address or phone number. They’re only flagged if their full names are similar.

Can I mark several pairs as not a duplicate at once?
Not at the moment. Each pair is reviewed on its own, and marking one as not a duplicate takes one click. The review page shows ten pairs per page by default, and you can change how many appear on each page.
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Will Clubworx merge contacts automatically?
No. Clubworx only finds possible duplicates. Nothing is merged until a user with the Can Perform Contact Merges permission reviews the pair and chooses to merge it.
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I just imported contacts. Why aren't any duplicates showing?
Imported contacts are checked once a week rather than straight away, so they can take up to a week to appear on the review page.
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I updated a contact's email and a new duplicate appeared. Why?
Changing a contact’s name, email or phone number triggers a fresh check within a few minutes. If the new details match another contact, the pair is added to your review list.
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Why isn't a pair I expected showing up?
Clubworx doesn’t flag archived contacts, linked family members with different names, or pairs that have already been merged or marked as not a duplicate. A pair also won’t show if the name, email and phone number aren’t a close enough match.