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Resolving duplicates or deleting staff or guardian profiles

Duplicates

You can easily identify and resolve suspected duplicate records for:

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.

 

Merging or deleting 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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Deleting 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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Merging or deleting staff profiles

To merge two staff profiles go to School > Data > Data Quality Dashboard > Suspected Duplicates > Staff.

Click the row that includes the staff you would like to merge to review the information in the slide over.

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

  • Merge staff B into staff A - blank fields in Staff A will be filled by information from Staff B and if conflicting information exists for a field, the information from Staff A will be kept
  • Merge staff A into staff B blank fields in Staff B will be filled by information from Staff A and if conflicting information exists for a field, the information from Staff B will be kept
  • Keep records separate will mean nothing is changed and there will continue to be two separate profiles.

Click Resolve to implement the changes. The duplicates will then move to the Resolved tab.

Screenshot_2020-10-08_at_13.09.24.png

 

If you want to delete a duplicate staff member instead, you'll need to do this from the Admin section of their staff profile. Please note: we cannot get back any data you have deleted so make sure you really want to delete the profile!

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