How to Find and Merge Duplicate Records in Individuals

Overview

The Find Duplicates tool helps you locate profiles that may share the same information. Why use this tool? Regular duplicate checks improve data accuracy and prevent confusion. We recommend using this tool and other data-maintenance strategies monthly.

Before You Begin

Ensure you have access to the Individuals menu. If your organization uses a custom term for member records, look for the first menu item in the left navigation and expand it.

Steps

1. Locate the Find Duplicates Tool
   • Go to Individuals → Manage Individuals → Find Duplicates.
     The criteria for duplicate filtering appear along the top. The member record being compared is in the LEFT column, and potential duplicates are in the RIGHT column.
     
     
     
      
2. Use Filters for Efficiency
   • Use the Date Field to filter for the newest potential duplicates, especially if the list is long. Proactively addressing duplicates saves time and prevents member questions.
     
     
3. Review and Compare Records
   • Review the list for potential duplicates.
   • Compare records by opening them in new tabs:
     • Windows: Ctrl + Click
     • Mac: CMD + Click
     • Or right-click and select “Open in New Tab.”
       
       
4. Merge Records
   • After comparing, use the Merge option to combine duplicates. Merge the newer record into the older, more populated record.

Important Notes

• Duplicate matches occur on name, email address, or phone number outside of families.
• Multiple records may need review before removal from the list.

Troubleshooting

If duplicates persist after merging, verify that all fields match and confirm the merge was completed.

Use Excel to Find Duplicates

1. Export All Records
   • Go to Advanced Search and type * in the First Name field.
   • Click the Tri-dot and choose Export Individuals to CSV.
   • Select All Fields under Field Options, then click EXPORT.
     
     
2. Create Full Name Column
   • Insert a column next to Last Name and label it Full Name.
   • In the first cell, type: =C2 & " " & E2
   • Copy down the entire range.
3. Highlight Duplicates
   • Select the Full Name column.
   • Go to Home → Conditional Formatting → Highlight Cells Rules → Duplicate Values → OK.
   • Duplicates will appear in RED.
   • Use Sort & Filter to group duplicates.
     
     

FAQ

Q: How do I hide non-duplicates from the list?
A: There is currently no way to hide a duplicate record. We hope to add this feature in a future update.

Q: Duplicate individuals are not listed alphabetically. How do I change this?
A: Sorting is based on oldest to newest record. Use the Date Field to filter for the newest potential duplicates.

Updated January 05, 2026 19:25