Merging Members
From time to time you will end up with duplicate members on your database. Most of the scenarios that generate duplicate memberships should be handled when creating the membership. For example, if a member comes in and they used to be a non-member and they now want to join with their family we recommend upgrading the old non-member account and adding the family members to it. Likewise, if a member wants to go from a family membership to an individual one, you should disable the other members on the unit instead of creating a new one.
It's a best practice to always start a new registration by asking the member if they have ever been a member or a program participant and looking them up in the system before adding them.
How Core Detects Duplicates
When Adding a Member: Daxko Core will verify the first name, last name, and date of birth of the added member against all members stored in the system to ensure there are no duplicate members.. If there is a match, Core will give the user an alert saying "Information inputted appears to have duplicates. Please check the 'Duplicate Members" dropdown, and show a dropdown with all the matches. You can click on the members on the dropdown to see the matches. The great majority of the time you want to use the one already on the system instead of creating a brand new member.
When Looking at a Member Profile:Core checks for duplicates whenever you view a member’s profile. If duplicates are found, an alert will appear at the top of the member’s profile page. You can research and verify they are the same person. If they are, you can follow the instructions below to merge 2 or more members.
How to Merge Members
You must initiate the merge from the member you no longer want. In other words, you are merging the incorrect member into the correct one.
The first step in merging members is ensuring that the members are the same. Before Core allows you to merge members, their first name, last name, and date of birth must match completely. If they don’t match, Core will not show the option to merge them, and you must correct the incorrect member so that the system can detect the duplicate. Additionally, Core might prompt you to terminate the unit if you are trying to merge the only enabled person on an active unit.
The following steps are only available for users with the correct permission level:
Once you’ve confirmed that you’re on the member you want to merge from, go to member actions and select Merge. The member you start from will no longer be visible in the general member search. If they accidentally end up on the old member profile, a notice will appear on the screen informing them that the member has been merged.
Member Actions > Merge. Select the member you want to merge with. The member you choose from this dropdown will become the “Correct Member.”
Select the specific information you want to merge, such as the type of invoices and/or program registration details. However, certain information, like payment methods, cannot be merged.
Save.
Once the old or incorrect member has been merged, it will always point to the new or correct member.