Introduction
Duplicate worker profiles can occur when the same worker is added to Nowsta more than once. Having multiple profiles for the same worker can confuse with scheduling, login access, notifications, and historical records. This article explains how to identify duplicate profiles and what to do when one is found.
Overview
A duplicate worker profile is created when the same person has more than one worker profile in your Nowsta account.
Duplicates may occur when:
A worker is added to the roster more than once.
A worker is invited using different contact information.
A worker creates or accepts an invitation associated with a different profile.
A worker is imported or synchronized from an external system.
A worker previously worked with the company under different contact information.
Nowsta does not currently support merging duplicate worker profiles. Because each profile may have its own shifts, timesheets, and historical records, it is important to identify the correct profile before making changes.
How to Identify Duplicate Worker Profiles
1. Search Your Worker Roster
Go to the Workers section and search for the worker's name.
Look for profiles with matching or similar:
First and last name
Email address
Phone number
Other identifying information
2. Compare the Profiles
Open each profile and compare the information associated with the worker.
Review details such as:
Contact information
Assigned positions
Upcoming shifts
Past shifts
Timesheets
Other relevant worker records
Do not assume two profiles are duplicates based on the worker's name alone. Confirm that both profiles belong to the same person before taking action.
3. Determine Which Profile to Use
Once you confirm that profiles belong to the same worker, determine which profile should be used going forward.
Consider using the profile with the most accurate contact information and the appropriate scheduling and historical records.
Avoid assigning new shifts to multiple profiles for the same worker.
Removing a Duplicate Profile
Because Nowsta cannot merge duplicate profiles, you should not attempt to combine the information manually by deleting one profile and recreating information on another.
If one of the duplicate profiles is no longer needed, you can consider archiving it. However, be sure to keep the profile containing the appropriate historical records and information.
Before archiving a duplicate, review both profiles carefully to make sure you are not removing access to information you need for scheduling, payroll, or record-keeping.
Login Implications
Duplicate profiles can cause confusion when a worker tries to log in to the Nowsta Workers App.
A worker may have different login information associated with each profile, particularly if the profiles were created using different email addresses.
If a worker is having trouble logging in:
Confirm which worker profile they should be using.
Verify the email address associated with that profile.
Make sure the worker is using the correct login credentials.
Avoid creating another profile to resolve the login issue.
Contact Nowsta Support if you need help determining which profile should be used.
Alternative Method
If you are unsure whether two profiles belong to the same worker, ask the worker to confirm the email address and phone number associated with the account they normally use.
This can help identify which profile should remain active before you make any changes.
Troubleshooting
The same worker appears multiple times
Compare the profiles to confirm whether they belong to the same person.
If they are duplicates, choose the profile that should be used for future scheduling and avoid assigning shifts to both profiles.
The worker cannot log in
Confirm that the worker is using the correct email address and password for the profile they should be accessing.
If multiple profiles exist, the worker may be attempting to log in using credentials associated with the wrong profile.
Do not create another profile to work around the login issue.
The duplicate profiles have different shift histories
Do not immediately archive or remove either profile.
Each profile may contain its own historical shifts, timesheets, or other records, and Nowsta cannot merge these records between profiles.
If you are unsure which profile should be retained, contact Nowsta Support before making changes.
I want to merge the duplicate profiles
Nowsta does not currently support merging duplicate worker profiles.
The information and historical records associated with one profile cannot be transferred or merged into another profile through a self-service process.
If you need help determining which profile to use, contact Nowsta Support.
Important Notes
Confirm that profiles belong to the same person before treating them as duplicates.
Nowsta cannot merge duplicate worker profiles.
Historical shifts, timesheets, and other records remain associated with the profile where they were originally created.
Do not create another worker profile to resolve a login or scheduling issue.
Avoid assigning shifts to multiple profiles belonging to the same worker.
If you archive a duplicate profile, its historical records remain associated with that profile.
Carefully review duplicate profiles before archiving one to ensure you retain access to the appropriate records.
If duplicate profiles were created through an integration, you may also need to review the worker's information in the external system to prevent another duplicate from being created.
Contact Nowsta Support if you are unsure which profile should be used or need help determining the best way to handle a duplicate.
Summary
Duplicate worker profiles can occur when the same worker is added to Nowsta more than once or when different contact information is used. Duplicate profiles can affect scheduling, login access, notifications, and historical records.
Nowsta cannot merge duplicate profiles, so it is important to identify the correct profile and avoid using multiple profiles for the same worker. If a duplicate profile is no longer needed, it can generally be archived after confirming that the appropriate profile and historical records are being retained.
Need More Help?
Please contact support@nowsta.com. We're happy to help if you have questions about duplicate worker profiles or need assistance determining which profile should be used.