OnTrack
  • Getting Started
    • OnTrack Docs
      • Setting Up Stripe
    • Logging In
      • User Accounts
        • Creating User Accounts
        • Managing User Privileges
        • Resetting Passwords
        • Editing & Deleting Accounts
    • Navigating
    • Configuration
      • General Settings
        • Payment Receipts
      • Portal Settings
  • Constituents
    • Understanding Constituents
    • Navigating The Constituent Module
      • Merging Constituents
    • Adding Constituents
      • Batch Adding Participants
    • Constituent Details
      • Profile Image
      • Unique IDs
      • Tag Management
      • Customizing Allergies & Medications
      • Relationship Management
      • Managing Notes
      • SMS Phone Numbers
      • Taking Payments
        • Processing Refunds
    • Constituent Clean-up
  • Memberships
    • Understanding Memberships
    • Adding Memberships
      • Renewing Memberships
      • Searching Memberships
  • Programming
    • Understanding Programs
    • Schedules
      • Building Schedules
        • Adding Recurring/Bulk Classes
      • Adding Program Templates
      • Rosters
        • Schedule Actions
      • Fee Management
    • Core Essential Services & Topics
  • Registration
    • Register Participants
    • Online Registration
      • Parent Portal
        • Registration
        • Dashboard
      • Making Programs Available Online
      • Making Memberships Available Online
    • Registration Settings
      • Notifications
    • Registration Form
  • Attendance
    • Taking Attendance
      • Center Attendance
        • Individual Attendance
          • Back Entering Attendance
        • Bulk Attendance
      • Program Attendance
        • Taking Attendance
        • Instructor Portal
          • Logging In & Taking Attendance
          • Configuring Custom Messages
    • Modifying & Deleting Attendance
    • Check-In Cards
      • Printing Check-In Cards
    • Emergency Roster
  • Reporting
    • C360 BI
      • Navigation & Terminology
      • Collections
      • Questions
    • Accounting
    • Data Definitions
  • Locations, Files & Email Templates
    • Locations & Venues
    • File Assets
    • Email Templates & Messages
      • Email Templates
      • Viewing Sent Messages
  • Updates
    • Releases
      • Parent Portal, Custom Forms & More
    • Change Log
Powered by GitBook
On this page
  • Identifying Potential Duplicates
  • Merging Duplicate Constituents
  • Updating Missing Profile Data
  • Connect Missing Relationships
  • Adding a Parent to a Participant
  1. Constituents

Constituent Clean-up

Data happens, learn how to clean-up constituents in OnTrack

PreviousProcessing RefundsNextUnderstanding Memberships

Last updated 1 year ago

As data enters the system, and the more people interact with it, things can get out of line. Duplicates, entry errors, missing relationships, etc. We have a few tools and workflows to help get things back - OnTrack.

Identifying Potential Duplicates

The best approach to ensuring data integrity is to address issues as they arise. However, utilizing , we can efficiently identify potential duplicates in bulk, review them, and take the necessary steps. It's important to note that this process is manual to ensure thorough review and appropriate actions can be taken to maintain data accuracy and reliability.

We can utilize the to identify individuals sharing identical information, such as First and Last Name, Mobile Number, Address, and more. This approach allows for customizable field selection, allowing you to tailor the duplicate identification process to your specific workflow needs.

Heres an example of how we can find potential duplicates using the First and Last name fields.

Note this workflow assumes building the question in the question editor. The same process would apply to the visual editor.

First, start a new question in C360 BI and select Constituents as the data source.

In plain words, this question says "Show me the constituents who have the same first and last name as another constituent". By using the "count is greater than one" filter, we ask it to only return results where two or more people share the same names.

Here is the question in it's entirety.

You can customize the Grouping selections to include, for example, Phone Number, Email Address, or any other fields available! Keep in mind, the more fields you add to the group, the more specific the question will be, which will return less results.

Pro tip: add a second Count of Rows Summary after the filter and save as a question to put on a dashboard. This will give you the total possible duplicates in your database.

Merging Duplicate Constituents

When two or more constituents exist in the system, we can merge them together, automatically linking all the existing records.

You can only merge two constituents at a time. If you have multiple, you will want to run the merge multiple times.

To merge two constituents:

  1. Search for the people you want to merge

  2. Select both their checkboxes in the table

  3. Select 'merge constituents' in the sidebar that opens

  4. Select which constituent you want to keep and click start

When presented with the option to select which person you want to merge into, select the constituent you want to keep. A helpful Data Score lets you know who has more data. While a selection is required, the result will be the same, so choosing either record is okay.

Updating Missing Profile Data

You can use the constituents search "Data Quality" section to easily find constituents who have the following missing profile data.

  • No email

  • No phone

  • No mailing address

You can also combine any other filter in the search form to narrow down your results. From here, simply click on the row and edit the constituent.

Connect Missing Relationships

Adding a Parent to a Participant

When a participant is found without a parent section filled out, you can easily link an existing constituent or create a new one using the contacts section of the participants sidebar.

From the participant sidebar, navigate to the contacts section and expand the list.

Existing Relationship

If the parents name already shows up in the list, you can click on the card and change the relationship to the appropriate relationship for a parent or guardian. Then, click on "View Constituent". If this person does not have the Parent persona, click "Edit Info" in the parents sidebar to add it.

New Relationship

Start by searching for an existing parent by typing their name. It's nice to double check this person is who we think they are, but if we're unsure or a person wasn't found, an option to create a new constituent will show.

Hint: the new constituent option will only show when no results were found

A new constituent dialog will open. Enter their details and at a minimum, select Parent as their persona.

Next, add a Count of Rows and a First Name & Last Name Grouping.

Next, add a to find results where the count is greater than one.

Now to take a quick peak at the results, click the preview icon, or click Visualize to see all the results.

Here we can see that we have a single potential duplicate, where two constituents share the same first and last name. The next step here would be to open up Constituents and !

No portal access number (e.g. )

When or constituents, sometimes we don't have a full profile and are required to later update a , participant, sibling or emergency contacts.

Keep in mind the when adding relationships manually.

If the parent doesn't show up in their contacts, we can create and link them at the same time! Click "Add New" to open up the .

▶️
parent portal
manually entering
batch adding
relationship between a parent
merge them together
C360 BI
Summary
filter
ideal relationship hierarchy
relationship dialog
Constituent table