Merge duplicate Users together into one User

Steps to merge User accounts into one:

1 Merge Duplicate Users
2 Choosing a primary User during a merge
3 FAQ’s

Related Help Guide Pages

Learn how to merge duplicate Users together into one User

When you have duplicate records in your platform, such as the same person listed as a User two or more times, it can quickly become tricky to search through, sort, use, and report on your information. The merge functionality in your accessplanit platform resolves these problems! Merging consolidates two or more separate records into a single one, to eliminate duplicate data and ensure your data is easier to keep up to date within your platform.

Follow this page to learn the steps for merging duplicate records

Merge Duplicate Users

Merging Duplicate Users is a great way of ensuring your records are up to date, follow the steps below to learn how to merge duplicate User records together

To merge duplicate Users, you will follow these steps:

Open the ‘Users’ DataGrid from your main navigation menu on the left hand side
This will take you to the Users DataGrid
Find the User that you wish to Merge by applying filters and/or searching the User’s DataGrid
Select the duplicate records by clicking their tick boxes so that they have a blue background
Click the mass action drop-down at the top left of your DataGrid, and click the ‘Merge’ option
The ‘Merge Users’ pop-up window will appear, click the ‘Select’ button to choose which User will act as your primary User to keep
From the new pop-over DataGrid, your selected Users will appear, we advise adding the ‘User ID' column so you can ensure you are keeping the correct record
Visit our dedicated page to add a new column to your DataGrid
Select the User record you wish to keep by ticking the Checkbox and highlighting the User
The User you select here determines what information will be kept where there is a clash, for example, if the Users that are being merged all have a different Email Address, following the merge the Email Address that will be kept is the one assigned to your ‘Record to keep’ User.
Click the ‘OK’ button
This will add the Record to the ‘Record To Keep’ selector
Click the ‘Merge’ button to merge the records
A pop-up will appear asking you to confirm that you want to merge the Selected Users into one, click the ‘Yes’ button to confirm
Your User records have now been merged

Choosing a primary User during a merge

When two users are merged together, as much info as possible is kept. e.g. If only one of the users has an email address, this email address will be assigned to the user after the merge.

The reason for the primary selection, is that when both users in the merge have an email address, if this email address is different, the user can’t have both after the merge so the email address from the primary user will be remembered.

This table shows an example of how the information will be kept about a user when a merge is completed

User 1’s details	User 2’s details	If User 1 is the selected primary	If User 2 is the selected primary
Jane Smith-Shaw	Jane Smith	Jane Smith-Shaw	Jane Smith
jane@email.com		jane@email.com	jane@email.com
012345 6789	012345 6789 (ext. 1)	012345 6789	012345 6789 (ext. 1)
	1 New Street, New Town	1 New Street, New Town	1 New Street, New Town
Lifeguard		Lifeguard	Lifeguard
Vegan	Vegetarian	Vegan	Vegetarian

If either of the Users is booked onto a Course, has any Course Date history, or any User Awards, all of these items will now be listed under the newly merged individual user.

FAQ’s

What do I do If I have merged the wrong two Users together?

This action cannot be undone, so never merge a user unless you are 100% certain they are the same user, the only option is to recreate the user record once more.

Can I merge more than two users together?

Yes, you can select more than one record. However, you still need to select the primary record during the merge. In the case of multiple records, all the merge rules apply, but all records are merged into one.

How can I see if a User has already been merged?

You can visit the Audit Logs for the User to see if the Account has been merged previously, the user ID that merged will be stored on the record itself.

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