Oct 28

Don’t Let Ghost Records Haunt Your System!

As the semester rolls along, your data might start feeling a little… haunted. 👀 Duplicate accounts, those ghostly records that linger in your system, can cause confusion, reporting errors, and unnecessary headaches for both staff and members. Learn how to manage them in this post!

Step 1: Identify the "Ghosts"

Start by running our Duplicate Member Query. This query will show you all accounts that share a First Name, Last Name, and Date of Birth with another account in your Fusion instance.
For more information on our Duplicate Member Query, please visit How Can I Find Duplicate Members?

Step 2: Confirm Before You Merge

Not all duplicates are truly duplicates. We know it's probably rare, but there is a possibility someone shares the same First Name, Last Name, and Date of Birth with another person!
 
Before merging the two accounts, review other details in their profile (like address or email) and confirm it's the same person!

Step 3: Merge the Duplicates

Now you can merge the duplicate records! You will have the option to select a "Master Record." If a field only allows for one value (ex. Eligibility), the Master Record's value will be the one that remains. All other data, such as phone numbers, equipment checkout history, and membership history will be brought over from both accounts. For more information on merging records, please visit How to Merge Member Records Together.

Step 4: Prevent Future Hauntings

If a customer is creating an account online, you can provide custom text on the login screen to encourage them to use the correct login option! For more information, please visit Custom Content Settings.
If a customer is creating an account in person, you can encourage your staff to search for the customer prior to creating a new member account. If they search for a name, the name will prefill when creating a new member! For more information on creating a new member, please visit How to Add a New Member.
Keeping your system free of ghost records ensures your reports stay accurate, your members have a smooth experience, and your staff can focus on what really matters...creating active, engaged communities.

This October, before things get spooky, take some time to banish those ghosts for good!