Associations are required to resolve possible duplicate member records. A duplicate is created when a new member is added that matches a member record already in the database.
To resolve duplicates:
Firstly, login to your Online Membership Database - If you don’t have your login details please contact your State Governing Body or Association.
1. When you first log into Membership at the association level, a notification will appear on the 'dashboard' alerting you of any possible duplicates that require your attention.
2. Click on You have [x number of] duplicates to resolve.
3. An alternate way to access the Duplicate Resolution screen is to click on Members in the menu and select Duplicate Resolution.
4. The Duplicate Resolution screen will appear showing the possible duplicates. The member data is shown in two columns:
-The Problem Record: the left column is the newly created member record that has caused the duplication
-The Suggested Match: the right column is the existing member record that was already in the database
While possible duplicates are based on three matching fields (first name, surname and date of birth), other member data is also shown on this screen to help you decide which member data to use, such as contact details, association, club, active status and member number.
5. On the right under 'Choose Option' are five options for resolving the duplicate:
a. This is the same person (merge using new data as the base): Select this option if the new record is the same person as the existing record and the new record contains more up-to-date contact information. This option will use all of the new member data unless a field is blank, in which case in will use the existing data. In most cases, this option is the most appropriate one to use as it update the member's record with their new information, and still retain all of their historical data. The member record will belong to both locations (i.e. the two different clubs or associations) but the system will recognise the member as a single person.
b. This is the same person (keep existing data): Select this option if the new record is the same person as the existing record and the existing record contains more up-to-date contact information. This option will retain all of the member's existing information. The member record will belong to both locations (i.e. the two different clubs or associations) but the system will recognise the member as a single person.
c. This is a new person: Select this option if the new record, despite having the same first name, surname and date of birth, is in fact a different person.
Note: research suggests that this should only occur around about 1 in 10,000 records, so this option will rarely be used.
d. Oops, delete this person: Select this option if the new record was added by mistake and you wish to delete the new record. This will not affect the member's existing record.
e. Ignore this person for now: Defer a decision on resolving the duplicate until a later time.
6. Select the appropriate duplicate resolution option for each possible duplicate. If the ‘Show Warnings‘ option at the top of screen is selected, when an option is selected a pop-up message will appear providing a further explanation of the option. You may wish to un-tick this option once you become familiar with all of the options.
7. Click on Update Duplicates.
Note: a maximum of 300 duplicates can be shown at the same time.