Duplicate profiles

Updated: 4 months, 3 weeks ago

Duplicate profiles can happen if the parents unintentionally set up two profiles for the same student.

A common example is if one parent a profile using a different email address to make an enquiry or book a tour and a then the parent creates another profile with a different email address to complete an Application of Enrolment. This way parent 1 is the user parent for the profile in enquiry/booking stage and parent 2 is the user parent for the profile in application stage. 

Another way parents can make duplicates is by selecting "new" instead of "child's name" when starting a new form. They effectively create a sibling record for the same child.

If there are more than 2 duplicate profiles this step must be repeated until they are all merged into 1 profile.

How to merge profiles

Make sure parent 1 is the same person (with the same email) in both duplicate profiles.

Profile 1: Student (Mary) & Parent 1 (Elizabeth) (USER PARENT) & parent 2 (Daniel) 

Duplicate: Student (Mary) & Parent 1 (Daniel) (USER PARENT) & parent 2 (Elizabeth)

If this is the case, you need to do the following: 

STEP 1. Switch parent 1 and parent 2 so Profile 1 and duplicate has the same parent as parent 1

Profile 1: Student (Mary) & Parent 1 (Elizabeth) (USER PARENT) & parent 2 (Daniel) 

Duplicate: Student (Mary) & Parent 1 (Elizabeth) & parent 2 (Daniel) (USER PARENT)

STEP 2. Switch primary point of contact so that the main parent is the user parent in both profile 1 and Duplicate

Profile 1: Student (Mary) & Parent 1 (Elizabeth) (USER PARENT) & parent 2 (Daniel) 

Duplicate: Student (Mary) & Parent 1 (Elizabeth) (USER PARENT) & parent 2 (Daniel) 

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STEP 3. If you have any duplicate profiles EnrolHQ allows you to merge these profiles so that the student only has one profile. Go to All prospective > Search up the student records > Select the students > Click on merge profiles. 

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This will take you to a page that asks which profile you would like to keep. Always choose the one that is furthest along in the Enrolment process. 

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The other profile will be automatically moved to Trashed and can still be accessed in case something is wrong. 

In the last step, the system issues a warning message.

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Make sure to be 100% certain that these profiles are duplicates as clicking on merge will make the user parent in the chosen application the main user and parent 2 will become a non-user parent. In case you merge the wrong profiles this can create some data loss. 

You can check for duplicate profiles 2 different ways. first you can got to Contacts > All Prospective

Any duplicate profiles will be listed below the selection criteria

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Alternatively go to Reports > Register Interest Duplicates this report will allow you to identify duplicate enquiries and merge profiles if required.

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