Duplicate profiles can occur when an individual’s information is entered multiple times into the system. This can happen for several reasons, including donations made without signing in, multiple guest connect card submissions, or manual additions by an administrator. Resolving these duplicates ensures that all data is consolidated under a single, accurate profile. Follow the steps below to resolve duplicate profiles in SteepleMate:
Why a Profile Might Exist Without an Account
Before diving into the steps for resolving duplicates, it’s important to understand why a profile might exist without an actual “account” in SteepleMate:
- Donations Without Signing In:
When a person makes a donation without signing up or signing in, SteepleMate still captures their information to ensure they are not missed. This might create a new profile if no match is found in the system. - Multiple Guest Connect Card Submissions:
If a visitor fills out a guest connect card more than once without signing into their existing profile, the system might create a new profile, leading to duplicates. - Manual Addition by Administrators:
In some cases, church administrators might manually add a person’s details more than once, resulting in multiple profiles for the same individual.
Step-by-Step Guide to Resolve Duplicate Profiles
Step 1: Access the Resolve Duplicates Feature
- Log in to the Administration Menu:
Start by logging into your SteepleMate system and navigating to the Administration menu. - Select “Resolve Duplicates”:
In the Administration menu, find and select the Resolve Duplicates option. This will display a list of potential duplicate profiles that you can review and manage.
Step 2: Prepare the Profiles for Merging
- Check Profile Names:
The Resolve Duplicates feature relies on an exact match of first and last names to identify duplicates. If you suspect a person has multiple profiles but they don’t appear in the list, ensure that the first name and last name match exactly in both profiles. - Select the Duplicate Profile:
Find the duplicate profile you want to merge and click on the name of the individual. This will bring up detailed information about the profile and any potential matches.
Step 3: Choose a Merge Option
Once you have reviewed the profiles, you can select from the following options:
- Merge All To This Individual:
Select this option to merge all data from the duplicate profile into the selected target individual. The target profile will retain its details while any additional information from the source profile is copied over. The source profile will be deleted after the merge. - Mark as Unique:
If you determine that the profile is not a duplicate and should remain separate, select this option. This action will mark the individual as unique and exclude them from future duplicate checks. - Merge to Individual B:
If the data needs to be merged into a different profile, use this option to merge the information into the specified target. The system will consolidate the data and remove the duplicate profile.
Step 4: Verify the Merge
After selecting the merge option, verify that the data has been correctly consolidated:
- Review the Target Profile:
Check the target profile to ensure that data from the merged profile has been accurately transferred. - Confirm Data Integrity:
Ensure that important information, like attendance records, communication history, group memberships, and donation records, is still intact after the merge.
Additional Tips for Managing Duplicate Profiles
- Align Names for Better Matching:
If a profile doesn’t appear in the Resolve Duplicates list, ensure that the first and last names in both profiles match exactly. This helps the system recognize and list the duplicates for merging.
- Data Retention During Merging:
The merging process will prioritize positive information (e.g., active membership status, baptism information) to ensure that valuable data is not lost. - Support Assistance:
If you encounter any challenges during the merge process or need further guidance, contact SteepleMate support for assistance.
By following these steps, you can ensure that your SteepleMate system maintains clean, accurate data, with each individual’s information consolidated into a single profile.