Merge Participants

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