The need to merge staff records typically arises when a member of staff has been added to the system more than once in error, with each record containing different information.
The Merge Staff function combines both staff records into a single Master Record, retaining the most complete and accurate information from each record.
Both staff records must be On Roll before the merge can be completed. If one of the records is a Leaver, refer to the guide How to Reinstate Leaver Staff to return the record to On Roll before proceeding.
Access: The minimum permissions required to access and use Merge Staff are found in the Framework Module of Config>Setup>Roles & Permissions.
Merge Staff
To begin, go to the Staff list page and locate the duplicate Staff records.
From there, select both records so they are highlighted blue and press Action>Merge Staff.
A pop out window will then appear which asks you to select a Master Record.
Using the radio button, select one of the records to see which data they both contain.
This will help you to choose the better record as the Master Record.
Note: Where options are presented as radio buttons, a single selection must be made of the two available options.
Where options are presented as checkboxes, any of the below are permitted:
- Select one checkbox: The selected data will be retained and merged into the master record.
- Select both checkboxes: Data from both records will be retained and merged into the master record.
- Select neither checkbox: Data from both records, including the data currently held on the master record, will be removed.
Once the desired data is selected, press Merge.
A confirmation message will appear, press Proceed to continue.
A success message/notification will appear once the Merge has been completed.
All of the chosen data will now sit in the Master Record, while the duplicate record is removed.