Merge duplicate participants

If a person was entered twice by mistake, merge the two records.

Prerequisites

Role View and create participants.
Both records are certain to belong to the same person. Compare the date of birth and the registrations.
The two records are not registered for the same offer.
Processing is not restricted for either of the two records.
Global admins work in the tenant of their own account. In another tenant the page is not available, and fepli answers with “403”.

Steps

At Participants, select “{count} possible duplicates →”.
At the pair, select Merge ….
Select the record that is to be kept.

Warning

Merging cannot be undone. The date of birth and contact details of the other record are lost. If the records belong to different accounts, the remaining account then also sees the registrations and consents of the other account, and the person is missing from the other account.

If the records belong to different accounts, turn on Both accounts belong to the same family.
Select Merge.

Yellow and marked with ≠ is what differs between the two records. The confirmation appears only for records from two accounts.

Result

The message “{name}: merged.” appears. Registrations, consents, status changes, comments, messages and requests concerning data subject rights then belong to the remaining record.

If it does not work

Problem	Remedy
The dialog shows “Merging not possible” and names offers.	Both records are registered for the same offer. If it is the same person, select Keep both at the pair.
The dialog shows “Merging not possible” and “Processing of {names} is restricted (Art. 18 GDPR). …”	While the restriction applies, the record cannot be merged. The restriction is shown in the person's processing status.
The records belong to different participants with the same name.	At the pair, select Not a duplicate. Both records remain independent.
Both records are to remain with their accounts although it is the same person.	At the pair, select Keep both. The registrations of both records then count together, also for the registration limit. The pair is then listed under Keep both. To take the decision back, select Check again there.

Prerequisites

Steps

Result

If it does not work

See also