Merge of Contacts

Duplicate contacts can arise for various reasons. This tool helps you manage and merge them.
Only organization administrators can use this tool.

Content

• When do duplicate contacts not occur?
• Why do duplicate contacts occur?
• Where do duplicates come from?
• What criteria are used to suggest possible duplicates?

• Duplicate contacts detected – what to do?
• The rules

When do duplicate contacts not occur?

ChurchDesk merges contact data and recognizes that it is the same person if:

1. the first and last name are identical,
2. and the email address matches.

Why do duplicate contacts occur?

A contact data set with differing core information is entered.
For example:

1. Use of a different email address
2. New last name
3. Second first name added
4. Typo
5. No email address provided
6. First and/or last name missing

Membership lists from the diocese typically do not contain email addresses, which is why two contact data sets are created.

Where do duplicates come from?

• From form entries
• From list imports (Membership lists from the diocese, external newsletter lists, etc.)
• From manual entry by a ChurchDesk user with permissions

What criteria are used to suggest possible duplicates?

Once a day, the system scans contacts for possible duplicates.
It evaluates them based on the probability that the two contacts belong together
and displays them in order of likelihood.

Duplicate contacts detected – what to do?

(Only organization administrators can use this tool.)

A: If you are sure that it is not a duplicate but two separate individuals, choose: Reject.

B: If it is the same person, review both contact data sets and select which one is the primary contact.

1. Click on Merge. >> A window will open where you can see both contacts with their main details.
2. If you want to compare more than just the main details, click on each contact's name. >> A new tab will open in your browser with the respective contact.
3. Read the following rules and decide based on them which is the primary contact.

The rules:

What happens when I merge the contacts?

• Once you merge the contact, this cannot be undone. The duplicate contact will be deleted
• The communication activity for both contacts will be available in the final contact
• All given consents and list memberships will be moved to the final contact.
• No data on the primary contact will be overwritten. Only empty fields on the primary contact will get data from the duplicate contact

4. Based on the rules, make your decision and select the left or right contact in the selection.
5. You can individually decide which email address and phone number to keep.

key words: merge contacts, duplicate, double,

Updated on: 19/02/2025