How to Merge Duplicate Family Records

This article walks you through how to merge duplicate family records in Enrollio, helping you clean up your CRM, improve communication accuracy, and maintain a streamlined contact list.

What is Merging Duplicate Records?

Merging duplicate records in Enrollio allows you to consolidate multiple entries for the same family into one unified record. This helps reduce confusion, eliminate redundant communications, and ensure a clean database.

Duplicates can occur from manual entry, CSV imports, form submissions, or when the same family submits multiple tour requests. Enrollio identifies duplicates based on matching fields like names, emails, or phone numbers.

Key Benefits of Merging Duplicates

  • Ensures CRM data hygiene and prevents duplicate outreach
  • Combines notes, tasks, conversations, and automations into one record
  • Improves campaign accuracy and reporting
  • Reduces confusion during enrollment follow-ups
  • Optimizes automation and contact routing

Steps to Merge Duplicate Records

Step 1: Find Duplicate Records

  1. Navigate to Contacts from your Enrollio dashboard
  2. Use the Quick Search bar to find duplicates by entering common identifiers like name, email, or phone number
  3. Select the duplicate records you want to merge (maximum 10 at a time)

[SCREENSHOT: Contacts page with search bar highlighted and multiple contacts selected with checkboxes]

Step 2: Initiate the Merge Process

After selecting the contacts, click the Merge Contacts button that appears at the top of the contact list.

[SCREENSHOT: Merge Contacts button visible after selecting multiple contacts]

Step 3: Choose the Master Record

Choosing the Master Record ensures its primary details are preserved during the merge, while relevant data from the other records is combined into it to create a single, complete record.

  1. Review the details of the selected contacts
  2. Select the Master Contact
  3. You can also select the primary email or phone number for the master contact from any of the selected records
  4. Click Merge Contacts

[SCREENSHOT: Merge dialog showing side-by-side comparison of duplicate records with master contact selection highlighted]

Important: When merging, the Master Contact keeps all key data. Info from the secondary contact is permanently lost—review carefully before confirming.

Step 4: Confirm the Merge

  1. Check the I understand this action cannot be reverted box
  2. Click Merge Contacts

[SCREENSHOT: Final confirmation dialog with checkbox and Merge Contacts button]

Contact Deduplication Preferences

Avoiding duplicate records at the source can save significant time and confusion later. Contact Deduplication Settings give you control over how the system handles new contact entries, allowing you to prevent duplicates before they happen.

  1. Navigate to Settings > Business Profile > Contact Preferences
  2. Enable or disable Allow Duplicate Contacts
  3. Choose primary and secondary deduplication fields (Email or Phone)

[SCREENSHOT: Settings page showing Contact Preferences with Allow Duplicate Contacts toggle and deduplication field options]

Pro Tip: Turn off "Allow Duplicate Contacts" to prevent duplicate entries from tour request forms and enrollment applications. This keeps your database clean from the start.

Frequently Asked Questions

Can I merge contacts using the mobile app?

Currently, merging contacts is only available on the desktop version of Enrollio. This feature is planned for the mobile app in a future update.

What happens to field data during a merge?

The selected master record retains its details, while unique fields from other records are added to it.

Why don't I see the "Merge Contacts" button?

The "Merge Contacts" button only appears when you select 2 or more valid contacts (up to a maximum of 10). Make sure:

  • The contacts you're merging have key fields like name, email, or phone number
  • You have admin permissions to manage contacts
  • Both contacts are visible in your contact list view (check your filters)

Can I merge contacts in bulk?

You can merge up to 10 contacts at a time.

What causes duplicate contacts?

Duplicates typically come from manual entry, CSV imports, multiple form submissions, or when a family submits more than one tour request.

Will custom fields be affected?

Custom fields from the secondary contact will only be added if the corresponding field is blank in the master record. No overwriting will occur.

How do I know which contact to choose as the master?

Choose the record with the most accurate and up-to-date information. The master contact retains conversations, last activity, files, and other data.

Can Enrollio automatically find all duplicate contacts for me?

Not currently. You'll need to manually search by name, phone, or email. Enrollio does not offer a full database scan for duplicates at this time.

How do I prevent duplicates from form submissions?

Make sure "Allow Duplicate Contacts" is turned off in your Contact Preferences under Settings.

What happens to automations when I merge duplicates?

If the duplicate contact is deleted during the merge, Enrollio transfers any active automations to the master contact so they continue running. If the master is already enrolled in the same automation, Enrollio stops the extra run and keeps the execution that's already active.