The Contact Deduplication feature identifies and merges duplicate contact records. This ensures data integrity and prevents discrepancies, leading to more effective communication and reporting for your tourism business. For example, you can consolidate guest information from multiple sources into a single, accurate profile.
Accessing this feature
Navigate to Contacts from your main dashboard.
Select Tools from the secondary navigation.
Click on Merge & Deduplicate .
How to use it
The Contact Deduplication feature guides you through the process of identifying, reviewing, and merging duplicate contact records.
Access the feature as outlined in the "Accessing This Feature" section above.
The system will automatically begin scanning for potential duplicate contacts based on predefined criteria such as identical email addresses, phone numbers, or closely matching names.
The tool presents a list of identified duplicate groups. Each group contains two or more contacts that the system flags as potential duplicates.
You can also manually select contacts for merging if you are aware of duplicates not automatically flagged by the system. To do this, use the search bar to locate contacts and select them individually before proceeding to the merge review.
Click on a duplicate group to open the comparison interface. This interface displays the details of each contact record side-by-side, highlighting differences and commonalities.
Carefully examine all fields, including contact details, custom fields, associated activities, notes, and historical data, to confirm that the records are indeed duplicates of the same individual.
Within the comparison interface, you must select which records within the identified group will be included in the merge operation. By default, all records in a duplicate group are selected. Deselect any records that you determine are not actual duplicates.
Choose one contact record to serve as the 'primary' or 'master' record. This primary record's unique identifier (ID) will be retained, and all consolidated data from the other merging records will be associated with it. The primary record should typically be the most complete or most recently updated contact.
For each field (e.g., First Name, Last Name, Email, Phone, Address, Custom Fields), review the values from all selected records. Select the specific value you wish to retain for the primary record. For example, if one record has an outdated phone number and another has the current one, select the current phone number to be preserved. All associated records, such as activities, notes, opportunities, and bookings, will automatically be consolidated and linked to the designated primary contact, regardless of which field values you select.
Once you have reviewed all fields and designated the primary record and its values, click the Merge Contacts button. A confirmation prompt will appear. Verify your selections one final time before proceeding, as this action is irreversible.
After the merge is complete, navigate to the newly merged contact's profile. Review all details, ensuring that all desired information has been correctly consolidated and that no critical data has been lost.
Key Capabilities
The Contact Deduplication feature offers robust capabilities to manage your contact data effectively:
Automated Duplicate Identification: The system intelligently scans your database to flag potential duplicate contacts based on configurable matching criteria.
Manual Selection: Provides the flexibility to manually select any two or more contacts for merging, even if not automatically flagged.
Comprehensive Data Consolidation: Merges all associated data, including notes, activities, custom fields, opportunities, bookings, and other related records, into the primary contact.
Primary Record Preservation: Allows you to designate a primary contact whose unique identifier will be retained, ensuring continuity of historical data and integrations.
Selective Field Retention: Offers granular control to choose specific field values from any of the merging records to populate the primary contact's profile.
Batch Processing: Efficiently manage multiple duplicate groups, allowing for efficient deduplication across your database.
Tips
To maximise the effectiveness and integrity of your contact data using the merge and deduplication feature:
Implement a routine schedule for checking and merging duplicates. This proactive approach prevents data inconsistencies from accumulating.
Always thoroughly review potential duplicate records before initiating a merge. Confirm that the contacts are indeed duplicates of the same individual to avoid inadvertently merging distinct records.
Be aware that all associated records (e.g., activities, notes, opportunities) will be consolidated and linked to the primary contact. Ensure this outcome aligns with your data management objectives.
When designating a primary record, favour the contact with the most comprehensive and up-to-date information, or the record that has been in use for the longest period.
Encourage consistent data entry practices across your team. Standardised formats for names, addresses, and phone numbers significantly reduce the occurrence of future duplicates.
If multiple users manage contacts, ensure clear communication regarding deduplication efforts to avoid conflicting actions or reintroducing duplicates.
Need help?
For further assistance, contact us at [email protected]