Merging Constituents

By merging the constituents, you can consolidate their information and eliminate duplicate entries in your database.

To merge two duplicate constituents, follow these steps:

1. Select two constituents that you want to merge by clicking on them in the Constituent Module table.

2. In the right sidebar options, click on "Merge Constituents."

Please keep in mind that you can only merge two constituents at a time. If you select more than two constituents, the option to merge will not be available.

Merging two constituents

To & From

When merging constituents, you need to specify which constituent will be the resulting constituent, referred to as the "TO constituent." The other constituent will be labeled as the "FROM constituent."

To specify the TO constituent:

1. Select the constituent that you want to keep and merge the other constituent into.

2. In the merge options, make sure the TO constituent is selected.

3. Optionally, you can check the checkbox to indicate that you want to delete the FROM constituent after a successful merge.

By selecting the TO constituent, you determine which constituent's information will be retained, and the FROM constituent's information will be merged into it.

Selecting the TO constituent

Merging Processes

During the merging process, most data can be merged without any issues, including invoices, notes, tags, and more. A constituent can have multiple records of these types, and they will all be merged into one.

However, there are some specific cases where merging requires strategic handling. Here are the details for these unique cases:

1. Memberships - the merge process for constituents with memberships follows these rules:

   • The oldest "member since" date will be used.

   • The newest membership level will be retained.

   • The newest membership status will be retained.

   • The fee from the newest membership record will be used.

2. Profiles - include fields for email, phone, and address, with a set limit for each.

   • During merging, if the resulting constituent would have more than three emails or four phone numbers, the excess ones will be deleted.

   • The merge attempts to retain the most accurate and up-to-date profile information between the two constituents.

3. Demographics - involve one demographic record with specific fields such as Household Count or Income Min/Max. The following logic is applied during merging:

   • If both constituents have a value for a specific field, the value of the TO constituent will be retained.

   • If the TO constituent's value is empty, the value from the FROM constituent will be used.

By applying these rules, the merging process ensures that the resulting constituent has the most appropriate and accurate data for memberships, profile information, and demographics.