Fixing duplicate participant records in the census Fixing duplicate participant records in the census

Fixing duplicate participant records in the census

There are times where you may notice that you have two records for the same participant. For example, there is a John Doe on the active census, but there is also a John Doe in the list below the census with an SSN that is a number different. Let's assume the record in the active census is new, uploaded with the current year census, but the record below the census has all the historical data (years of service, hours, compensation, etc.) tied to it. You will need to review the transaction activity as well to determine which record the activity is tied to.

See below for steps on how to fix the above situation

  • In the active census
    • Add DUP to the last name - Doe DUP
    • Change the SSN to 999-99-XXXX (where the Xs are the last four of the real social)
  • In the list below the census
    • Click the Add to Census link to move the record up
  • In the active census
    • Copy + paste all census data (hours, comp, contributions/etc) from the DUP line to the non-DUP line
    • Update the non-DUP SSN if necessary
    • Use the Participant Record drop down list to select the DUP record
    • Click the Remove From Census button
  • Review the transaction activity
    • Hover over Transactions and choose Participant Transactions
      • Use the drop down record at the top of the page to select the DUP record
      • Click the View Part Trans button
        • If there is no activity tied to the record then you don't need to do anything
        • If there is activity tied to the DUP record you will need to fix this so the non-DUP record is used instead
        • If the transaction activity was imported using a vendor upload file then you can delete all the previous batches and re-import the file so it ties to the non-DUP record
        • If the batches were added by other means then you will need to manually update the batches
  • In the list below the census
    • Check the box next to the DUP record
    • Use the Do with selected button to delete
      • If the record cannot be deleted because it has activity in prior years you can use the Make Inactive link which is used as a soft delete function