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The system tries to enforce a single person record by applying the following rules:

within a single organisation a new person record with the same first and last names as an existing record cannot be created

In such cases if the record being added is actually a new person record, a middle name or initial must be entered to distinguish from the existing record. Entering a Date of Birth (DOB) is also a good way to separate identities. A search should be done within the organisation for both 'ANY ROLES' and 'NO ROLES' if the duplicate record cannot be located.

The system does not currently enforce the above restrictions between different organisations for various reasons. While it is possible to create a different person record for the same person within two different organisations, this should be avoided if possible. In such cases the record should be transferred to the new organisation, which preserves the single person record. In the case of players requiring clearances between clubs, the Clearance function should be used if the association has enabled it.

Duplicated Player records

Go to Mode: Competition Menu: People > Person Merge Request.

Where a person has had two or more records created (ie with different IDs), these can be merged. You will be asked to enter the From ID (redundant record) and the To ID (most current record) and then confirm the details belong to the correct person.

As this function cannot be undone don't hesitate to contact support before you go ahead with a merge.

Very Important !!

There is no automated process to 'de-merge' records that have been merged in error. You should make absolutely sure that the two IDs relate to the same person before adding a merge to the list.
The system has no way of knowing this, and does not prevent adding of two completely different names (as in some cases this may be a valid case).

Merging two unrelated records will result in the 'To' ID receiving unintended data, and the 'From' ID losing all personal and match data.

Person Merge involves the combination of two person records (ie two different IDs) into one ID. In a person merge, the 'From' ID records are transferred to the 'To' ID, and the 'From' ID is then deleted. The basic person information (name, address, contact information) of the 'To' ID is kept, and that of the 'From'ID is discarded. Other data (such as roles, role history, match information etc etc) is combined for the two records wherever possible.

Merges are scheduled using this page for later overnight processing. However, depending on the number of merges there are to process, a scheduled merge may not occur for several days.

Go to Mode: Organisation or Competition Participation Menu: People > Person Merge Request

Memberships > Merging person records > ss merge record.jpg

Adding a scheduled Person Merge

Enter the From and To Person IDs in the boxes at the top of the screen.
Click Add
The system validates whether the merge can be added, in particular both IDs must be associated with a child organisation of the current user's organisation.
If the merge is added it will display at the top of the PENDING list, the From/To names will be displayed as well as information about the user that added the record and the date/time
To remove an added merge, see below.

The Person Merge List

All future and past merges are listed in the table. The table can be filtered by:

PENDING: Merges that have not yet occurred. Pending merges can be removed from the list by clicking the Remove link.
MERGED: Merges that have occurred in the past.
ERROR: Merges that were attempted, but failed for some reason. These should be referred to technical support.

Memberships > Merging person records > ss merge list.jpg

Note: All columns are sortable by clicking on the column heading.

Column definitions:

Merge Num: An identifier for the merge.
From ID, From Name: The 'From' record details (this record will be merged into the 'To' record)
To ID, To Name: The 'From' record details
User (Org): The user login and organisation ID of the user that added the merge record
Date Created: Date the merge was added to the list (local time)
Date Executed: Date the merge was succesfully completed (if in MERGED state) or attempted (if in ERROR state) (local time)