Through any number of means, it's possible to end up with duplicate patron profiles. Regardless of how it happens, it's always a good idea to keep up with duplicate patron profiles, and one way to do that is through merging.
When you merge two patron profiles together, you're taking all of their activity, ie. ticket purchases, package purchases, donations, etc, and collecting that information into one patron profile.
In this article, we're going to show you how to merge, and the benefits of merging duplicate patron profiles.
Note: When merging two patron profiles, it is not possible to un-merge them. Always merge with caution.
When you merge two patrons together, only one patron with one Patron ID will remain. So your first step is deciding which patron's Patron ID you would like to keep, and which patron's Patron ID you would like to be merged away.
When you decide on the patron whose ID you would like to remove, load their Patron Record (the easiest way to do this is by searching for them using the Patron Search function).
Once you're in that patron's record, if there is a similar record in the system, you will see an option to merge near the top of the page. Go ahead and click where it says View and resolve duplicates:
This will bring you to a page of Potential duplicate patrons. You will be able to select a patron from this list by clicking the Merge button:
However, if Ovationtix does not see any duplicate patron profiles, you'll have to go to the bottom left of the page, and click Merge Patron:
Once you've clicked Merge Patron, you will have the opportunity to search for the patron you would like to merge with. Type in the information you have from the patron, and click Search:
That will bring you to a list of matching patrons. Click merge>> to the left of the patron you would like to merge:
Whether you reach it by searching or just by clicking View and resolve duplicates, you will now be on the Merge Profiles screen, which looks like this:
Keep in mind that you'll be retaining the Patron ID of the patron on the right. However, you do have the option of keeping parts of each patron's profile by choosing either the left or right radio buttons in each category.
For example, let's take a look at these patron's addresses:
As you can see, the patron on the right has considerably more information, so, assuming that this information is correct, we're going to choose the right radio button in order to keep this patron's address.
Once you're done selecting what aspects of each profile to keep, click Save on the bottom of the screen.
Once you've click Save, you've merged your patron! Now all of their transactions will be consolidated to one patron profile.
If you ever want to see a full list of patrons that Ovationtix thinks are in need of merging, just hover over Reports, and click on Duplicate Patrons:
Using the Duplicate Patron Report, you're able to work your way down a list of potential duplicate patrons, which removes the need to search for each patron individually:
By using the Merge tool, you can clean up your patron database and remove duplicate patron profiles. Again, always merge with caution, because once you merge a couple of patrons, they can never be un-merged.