Initial Setup
Administrator Access Configuration
- Navigate to Staff/Donor/Volunteer > Manage Staff Access
- Expand Functions list
- Locate Participants > Participant Management > Participants-Merge
- Click Manage Access
- Select appropriate Staff Roles
- Save and Close
Pre-Merge Considerations
Verification Steps
- Confirm participants are truly duplicates by checking:
- Full name (including middle initials)
- SSN
- Date of Birth
- Household composition
Common Causes of Duplicates
- Staff overlooking duplicate search
- Import/intake glitches
- Conflicting data from different visits
- Data entry variations
Important Warning
- If duplicates have the same Participant ID:
- DO NOT attempt to merge
- Contact empowOR Support
- Provide agency name and relevant IDs
Merging Methods
Method 1: Merging Participants from Different Households
- Navigate to Participants > Merge Participants
- Search options:
- Search by name
- Use "Duplicate Participants Search" checkbox
- Select Merge From and Merge To participants
- Handle Enrollments:
- Choose Copy to New HH and/or New Enrollment Existing HH
- Consider implications for shared household enrollments
- Review each enrollment individually
Method 2: Merging Participants in Same Household
- Open household containing duplicates
- Verify genuine duplication (beware of similar names, twins)
- Click "Merge Participants" button
- Select Merge From and To participants
- Review confirmation page
- Complete merge
7. Clean up any duplicate enrollments
Post-Merge Tasks
- Review all enrollments
- Clean up any duplicate information
- Verify data accuracy
- Ensure all household relationships are correct
Best Practices
- Always verify duplicates before merging
- Consider impact on household enrollments
- Review all enrollments after merge
- Document reasons for merges
- Be especially careful with similar names/twins