The Contact Merge tool in Member365 allows administrators to combine duplicate contact records in the CRM. This helps keep contact information and related history together in one record.
This article will guide you through finding possible duplicates, comparing their details, selecting the information to merge, and reviewing the merged contact record.
Step 1: Locate the Duplicate Contact Alert
From your CRM Dashboard, scroll down to the Administrator Alerts section and locate the Contact Record Duplicates alert.
Step 2: Review Possible Matches
Find the contact you want to review and open their possible matches.
The record you selected appears at the top of the screen. The possible duplicate appears below it, along with contact information and the reasons it was identified as a potential match.
Compare the names, email addresses, organizations, and other available details to confirm whether the records belong to the same person.
Note: A possible match does not automatically mean the records are duplicates. Review both records before proceeding.
Step 3: Select Compare and Merge
Once you have confirmed that the records belong to the same person, click Compare and Merge.
A confirmation window will appear. Click Continue to open the merge selection screen.
Note: Dismissing a Possible Match
If the records belong to different individuals and are not true duplicates, click Dismiss. A pop-up will appear asking you to confirm the dismissal. Review the prompt and confirm to dismiss the possible match.
Step 4: Choose the Information to Merge
Review the available sections and select the information you want to bring into the retained contact record.
Available sections may include:
- Contact details and membership information
- Purchase history, events, and donations
- Tracking and LMS records
- Communications and file log entries
- Web forms, tags, and contact demographics
Sections marked Nothing to merge have no information available to transfer.
Step 5: Confirm the Merge Direction
Check which record will receive the information from the other contact.
If you want to reverse the direction, click Swap Records. Review the records and your selections again before continuing.
Note: Pay particular attention to the contact details and email address that will appear on the retained record.
Step 6: Review the Merge
Click Review Merge.
Review the summary carefully to confirm that the intended information will be transferred and that the contact details are correct.
Step 7: Merge the Contacts
Once you are satisfied with the review, click Merge Contacts to complete the merge.
Important: After the merge, the duplicate record is removed as a separate contact record. Confirm your selections before completing this step.
Step 8: View the Merged Contact Record
Click View Merged Contact Details to open the retained contact record.
Check the contact details, email address, and any information you selected to merge, such as communication history or membership information.
Congratulations! You have successfully merged duplicate contact records in Member365.
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