Of course, best practice is to avoid creating duplicate records in the first place - so the first group of tools block the creation of new records with the exact same name and email as an existing record. The prevention tools are already enabled on your site, no action on your part is necessary.
If duplicate records are created, the User page provides filters to identify potential duplicates and the ability to merge two user records.
Prevention:
During Migration and Imports:
Returning customers can migrate (copy) User and/or Donor records between event sites.
All customers can self-import (or upload) User and Donor records from a spreadsheet.
By default, the migrator and importer will not create a new record if there is an existing record with the exact same name and email.
This process keeps the first record created and discards all later matches (whether the initial record already existed on the site or was created earlier during the same migration/import).
Since the first record is retained, regardless of quality, you may want to override the default and elect to import/migrate the duplicates to allow you to review and evaluate which record to retain and which to manually delete or merge:
During Migrations
During Imports
During Online Transactions
The software attempts to prevent duplicate user records from being created during online transactions by re-directing buyers with names and emails that match an existing user. To protect personal information, matching users must login or retrieve an email to continue the transaction. The "Matching Buyer Found" messages and instructions are shown below.
To reduce potential confusion, if you have migrated or imported the majority of your supporters - you should send invitations to donate, bid, buy tickets etc. Each invitation provides a personal link to bring them to the desired page/form and logs them in - making it easy for them to participate AND ensuring that they will use their existing account. If you direct them to the event site via promotional links, they will encounter these messages:
Signup to Bid:
Online Ticket Sales:
To protect personal information, the software does not allow online ticket buyers to search for or select existing user records for their guests. However, if they provide guest info which matches an existing record, the automated notification will include an alert your team that a duplicate record may have been created so it can be merged, if necessary:
During Internal Ticket Sales
If your team is entering ticket sales, the internal form (Tickets > Sell a Ticket) will suggest and allow you to select existing records with the same name and/or email:
Filters to Identify Duplicate Records:
If you suspect that duplicate records have been created, the User page can be filtered to show potential duplicates:
Go to Admin > Manage Users > Common Filters > Duplicate Users.
Merge or Delete Duplicates:
Duplicate records can be deleted individually or in bulk, as long as there are no purchases, donations, or bids associated with the record.
User records can also be merged - a process which allows you to retain the best contact info and combine all transactions into a single record.
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