Merge duplicate profiles
When duplicate profiles are created, organization administrators and managers can merge the profiles to retain their data, rather than deleting one and losing its data.
Duplicate profiles are most often accidentally created when importing a CSV file or when a person uses a different email address or phone number to register for an event, join a group, make a donation, or complete a form.
You can only merge profiles if their login methods are the same, or if only one of the profiles has a login method. The login method will be retained, regardless of which profile becomes the primary one.
Want to see a video demonstration before you start merging profiles? No problem! This five-minute video shows both methods in action, and this article will walk you through the process step by step.
Warning
If you've merged any profiles added to your database through a CSV import, do not undo the import. Undoing the import will completely delete the merged person from your database, removing all scheduled positions, registered events, donations, and other associated data.
Which data is kept in a merge?
When one profile is merged with another profile, the following will happen in People:
All email addresses are kept on the primary profile.
All phone numbers are kept on the primary profile.
All communication history is kept on the primary profile.
A profile photo is kept if it is saved to the primary profile.
Background checks are saved to the primary profile. If both profiles have background checks, the primary profile's check will affect the badge color. Additional checks will be listed under Other background checks.
All data from profile fields with multiple data points is kept on the primary profile.
Profile fields with only one data point retain the primary profile's data. This includes:
All Name fields
Demographic info (birthdate, gender, marital status, anniversary, grade, school)
Membership Type
Profile Status (active or inactive)
Custom Fields, except for data in Checkbox types. (A Checkbox custom field allows for more than one data point, so the data from both profiles will be kept after a merge. All other custom field types only allow for one data point, so only the data stored in the primary will be kept.)
The highest permission level is retained on the primary profile.
All event ownership is added to the primary profile.
Approval group assignments are added to the primary profile.
All pending event approvals are assigned to the primary profile.
The highest permission level is retained on the primary profile.
Historical Check-Ins data is saved to the primary profile.
The highest permission level is retained on the primary profile.
Active recurring and Text2Give donations are moved to the primary profile, but not saved payment methods. A new payment method must be assigned to the donations for them to continue processing, which donors can do in Church Center.
Donation history is kept on the primary profile.
Contact information is kept on the primary profile, which determines which email address donation receipts and statements are sent to.
The highest permission level is retained on the primary profile.
Group membership and attendance data are retained on the primary profile.
If there are annotations on one profile, they will be merged into the primary profile. If there are annotations on both profiles, only the annotations from the primary profile will be retained.
The highest permission level is retained on the primary profile.
Registrations history for both past and upcoming registrations is kept with the primary profile.
Registration-specific information, such as payments and details included in registrations, including forms, questions, and add-ons, is kept with the primary profile.
The highest permission level is retained on the primary profile.
Scheduling history and team assignments are merged into the primary profile.
Merge profiles identified by the duplicate detector
Planning Center's duplicate detector suggests potential duplicates based on exact name matches, names that sound similar (like John and Jon), and common nicknames.
From those matches, the following criteria are not considered duplicates:
Genders that are set differently. However, if the gender is set for one and not for another, it will leave them in the potential duplicates list.
Profiles that are in a household together.
Names that are the same but have different suffixes (Jr., Sr., etc.).
Warning
Merging profiles cannot be undone.
Select the Dashboards page from the top navigation.
Select View duplicates in the Potential duplicates section at the bottom right.
Select the potential duplicate button to the right of a name, which opens the Duplicate detail page comparing both profiles.
Compare the profiles. The profile with the most accurate information should be the primary profile. If it's not, choose one of the duplicates as the primary profile by selecting the Make primary button at the top of the profile.
Select Merge duplicate to combine a profile with the primary one.
Or, if you're certain the two profiles are not duplicates, select Ignore.
Confirm your choice in the popup.
Merge profiles manually
Warning
Merging profiles cannot be undone.
Select the People page from the top navigation.
Search for the duplicate profile's name.
Select the duplicate profile from the list.
Select the Actions button in the top right.
Choose Merge profile from the dropdown.
Search for the name of the primary profile in the Person to keep field.
Select the name of the primary profile from the dropdown.
Type
MERGE THESE PEOPLEinto the confirmation field at the bottom of the popup.Select Merge these people.
After the merge is complete, you'll be taken to the primary profile's profile page. All contact information and activity in any product will be moved from the Person To Remove to the Person To Keep, and the duplicate profile will be removed from your account.
Important
A ⚠️ warning sign on the Actions button of a person's profile means there is a potential duplicate profile to review.