A duplicate employee profile happens when there is already an employee in the system, but a new profile is created. It is an easy mistake to make, but one we want to prevent from happening, as it can cause some issues down the road.
In this article, we will go over the steps on how to prevent this from happening and how to correct it if it does.
How to prevent this.
This error commonly occurs when a staff member is being rehired, but the team has forgotten or is unaware.
Before going through the new hire flow, you can search for the staff member via the search bar in your navigation bar at the top the the screen or via the staff page.
Once you have found that staff member, you can follow the rehiring flow found in this article.
If you are rehiring in bulk, this can also be accomplished via a bulk action.
How to correct it.
If you find that you have created a duplicate employee profile or found that you have duplicates of a staff profile already, you can take steps to correct this.
The first thing that you need to do is find all the profiles associated with that employee in your domain or in that specific subdomain, if you have more than one.
Once you have identified all the profiles, you will want to decide which one you would like to keep. This is called the primary profile. The primary profile is typically the initial profile used, as it will have all of the historic information and what was likely used when onboarding that staff member. If that is not the case for you and you do not have a profile that has any historic information, choose the one that best fits your needs and keeps you compliant.
If you need to download any of the forms from the duplicate profiles, you can do this by going into that form for that staff member and clicking the “Download PDF” button.
Once downloaded, you can upload them to the primary profile from the specific form page by clicking the dropdown on the far right side of the page next to the reject button and selecting the “upload option”.
Or you can do it from the forms tab on the staff profile by finding the 3 dots on the far side of the specific form you are uploading and selecting “Upload...”
Once this is complete, we can remove the duplicate profiles. Follow this article for steps to remove the staff.
Now that you have made these corrections, you will have one staff profile for that user, and your internal data should be cleaned up.