Why is it important to check potential duplicate families?
De-clutter your family database with potential duplicates.
Manage your family pending leads through the Action Dashboard and Action/Compare duplicates via the Family Hub. This will help with improving communication and reporting for your center.
(Pending Families)
1. Navigate to your "Action Dashboard" via Dashboard > Action.
2. Click on "Families" to see your pending families list.
3. Hover your mouse over the "Pending Family" to see the families contact details.
4. The Grey Triangle indicates that this "Pending Family" may be a duplicate record.
5. Click on "Action".
6. Click on "Compare".
7. Review the records side by side.
In this example the family was the same, but the pending record had a new, different child and a different phone number & email address.
Always keep the record with the most history, therefore keeping the "Existing Family", and copying any new information to the "Existing Family". In this example we copied over the new child that was not on the "Existing Family".
8. Click on the info on the "Existing Family" to update any of these fields, For example, phone number or email address. If this information is out of date or incorrect, type in the new information to update the "Existing Family".
The field will be highlighted, allowing you to edit the information.
9. Once you have completed copying or updating the existing record. Ensure the "Move any tours or message to this family" is ticked. This will ensure that any tour bookings, comments or messages from the "Pending Family" are copied to the "Existing Family".
10. Once you are satisfied with all of the info you have copied over and the "Move any tours or messages to this family" is ticked. Click "Reject Pending Family". This will discard the "Pending Family" (as we want to avoid having duplicate records in the system) and automatically save all the existing info we copied over to the "Existing Family".
(Accepted Families)
You can also manage duplicate even after the record has been accepted into the system via the Family Hub!
(Potential duplicates will only be flagged based on the parent/guardian details NOT the child details.)
In this scenario, if the system notices potential duplicate record/s, you will see the same grey triangle icon mentioned above in the Family Hub.
Clicking on this icon will show you all of the potential duplicate records the system has found, and depending on the scenario you can action accordingly by accepting, rejecting, updating information, copying children and tour info etc. Refer to steps 7-10 above for more information on how to manage duplicates.
