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Duplicate Handling for Smartspace Registration


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Duplicate Handling Procedure

When creating or editing a new individual record, the system checks for possible duplicates of the record you are editing or creating. This helps prevent the confusion of multiple records for the one individual.

When you go to save or update your record, a check will be made for other records where names, phone numbers, address, birth date and email address are the same or similar. These factors are combined to provide a duplicate score.

If no possible duplicates are found, the record will process without interruption and no further action will be required by you.

If it does find duplicates, it will list the duplicates with a snippet of information about the record as well as the word 'Match' where there is an exact match of data as shown below.

In addition, there will be processing options presented based on a number of factors. These include:

A short video of Duplicate processing can be viewed here

Dupicate Status Selections

After assessing all this, it presents one or more of the following processing options.

NOTE!!  You need to make a selection against each possible duplicate to ensure that you can proceed with saving or updating.

Trouble Free Processing of Duplicates

You need to carefully follow the instructions presented on each subsequent processing page to ensure you can save/update your record successfully.

If you are in doubt as to whether the records are duplicates or not, making the Ignore selection will ensure processing can continue and no data will be adversely affected

Important!! If you are in a networked system (usualy sporting clubs) and you are saving a new record and one of the possible duplicates appears to be the same as one which you are entering, you must select the Request option if it is presented. (this record is held by someone else in your network)

This will ensure that duplicates are kept out of the networked system, and that people with possible outstanding balances with other clubs are not able to be registered without settlement of outstanding fees.

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