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Resolving duplicate staff or guardians and deleting guardians

Duplicates

Unresolved Duplicate Records allows schools to identify and resolve suspected duplicate student/ staff/ guardian records. This will help your school identify and resolve suspected:

  • student duplicates in preparation for DfE School Census.
  • staff duplicates in preparation for DfE School Workforce Census.
  • guardian duplicates to improve communication to guardians and save costs on avoiding to send multiple text messages to the same guardians.

To access, go to School > Data > Data Quality Dashboard and scroll down to Suspected Duplicates. This section of the Data Quality Dashboard gives you an overview of all unresolved suspected duplicate records at your school.

Please note that once a profile merge has been carried out this cannot be undone, so be sure to carefully check the two profiles you intend to merge before carrying out the operation.

To merge guardian profiles

To merge two guardian profiles go to School > Data > Data Quality Dashboard > Suspected Duplicates > Guardians

Click the row that includes the guardians you would like to merge.

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Review the information in the slide over.

Top Tip: Not sure which guardian profile is most recent? Any students linked to the guardian who are currently enrolled will have their registration form next to their name.

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If you still want to merge the profiles, select one of these resolutions from the drop-down box:

  • Merge guardian B into guardian A - blank fields in Guardian A will be filled by information from Guardian B and if conflicting information exists for a field, the information from Guardian A will be kept
  • Merge guardian A into guardian B blank fields in Guardian B will be filled by information from Guardian A and if conflicting information exists for a field, the information from Guardian B will be kept
  • Delete guardian A - deletes all data associated with the first profile
  • Delete guardian B - deletes all data associated with the second profile
  • Keep records separate will mean nothing is changed and there will continue to be two separate profiles.

Click Resolve to implement the changes. 

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The duplicates will then move to the Resolved tab.

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Delete  guardians with no linked children

To see guardians not linked to any students go to School > Data > Data Quality Dashboard > Guardians > Guardians with no linked students.

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To delete guardians, tick the boxes next to their names, then click the blue pencil icon.

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You can also click their name to go to their profile and link them to a student instead.

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