Summary: This guide explains how to merge two duplicate people profiles into one. This is essential for consolidating giving history from different sources (e.g., online giving vs. checks) to ensure accurate tax statements and a clean database.
Before You Begin
Irreversible Action: Merging profiles is final and cannot be undone. Please double-check your selection before confirming.
Two Profiles at a Time: Currently, the tool allows you to merge a maximum of two profiles at once.
Order Matters: The First Profile you select is the "Target" or "Primary" profile. This profile's personal information (Name, Contact Info, Custom Fields) will be preserved. The Second Profile will be merged into the first one.
No Auto-Suggestions: The system does not automatically suggest duplicates. You must know which two profiles you wish to merge.
Step-by-Step Instructions
Navigate to the My Organization Menu in the top right-hand corner.
Click on the Bulk Tasks.
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Select the Primary Profile (Profile 1).
Search for and select the profile you want to keep. This must be the first profile you select.
Tip - Handling Conflicting Data: If both profiles have data in the same field (e.g., Profile 1 has
email@gmail.comand Profile 2 hasemail@work.com), the data in Profile 1 will "win" and be kept.Tip - Previewing Details: If you aren't sure which profile is correct, hover over the name in the search list. It will turn into a hyperlink; click it to open the full profile in a new window so you can verify details like phone numbers or addresses.
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Select the Secondary Profile (Profile 2).
Search for and select the duplicate profile you want to merge into the primary one (e.g., a profile created via Admin Batch Giving with a placeholder email).
Click Continue.
Review the warning prompt. Confirm that you have selected the correct profiles in the correct order.
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Click Confirm to execute the merge.
The system will queue the job. Once successful, the secondary profile will be removed, and all its associated data (including giving history and transactions) will be moved to the primary profile.
Video Walk Through
Troubleshooting & FAQs
Why do I have duplicate profiles for the same donor? This often happens when a donor gives online (creating Profile A) and then gives a cash/check donation that is entered via Admin Batch Giving without an email address (creating Profile B). Merging them ensures the donor receives one consolidated tax statement instead of two.
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What data is preserved during a merge? The First Profile (Primary) you select retains its personal details, including:
Name, Gender, Marital Status, Age
Family/Household links
Education, Work, and Contact Info (Email, Phone, Address)
Custom Fields (Text, Dates, Notes, Dropdowns, etc.)
Note: Transaction history from both profiles is saved and combined into the Primary profile.
I merged the profiles, but the tax statement hasn't changed yet. After merging, you must regenerate your tax statements for the changes to appear. Go to Giving > Tax Statements, find your batch, and click Regenerate.