Preventing Duplicate Membership Records

Learn about Join It's tools and features for preventing duplicate membership records

Mitch Colleran avatar
Written by Mitch Colleran
Updated over a week ago

Duplicate memberships can be a hassle when managing a database. Join It has streamlined this process by implementing preventive measures and providing a tool to merge duplicate records.

Overview on Preventing Duplicates:

Most often, duplicates occur when members try to renew existing memberships. Join It takes proactive steps to prevent this:

Renewal Emails: Members receive system-generated emails with unique renewal links. Clicking these links takes them directly to their existing membership checkout, avoiding duplicate records.

Renewal 'Call To Actions': Within an organization's member area, Join It includes prompts for members to renew. Clicking these prompts renews their existing membership without creating a new record.

Duplicate Warnings: Join It alerts users when it detects an attempt to purchase a new membership with an existing email address, preventing duplicates. For an example, see Note #1 below.

How to Merge Duplicate Records:

Automatic Duplicate Merging

There are cases where Join It will automatically merge two membership records. The default Automatic Merge Rule will happen when two membership records have a matching email address AND one membership carries a 'Prospective' status and another membership record carries an 'Active' status.

You can learn more about each Automatic Merge rule Here.

Manual Duplicate Merging

In cases where a duplicate membership record wasn't prevented and the system does not automatically merge the records -- we've created a simple tool that allows for merging of these membership records. 

This tool is surfaced from a membership record that is 'connected' to another membership record.

  • First, you'll want to navigate to the newest Membership, and then scroll down to the bottom of the Membership to where it says 'Notes', then click on where it says '1 Members' (see screenshot #1)

  • After you've clicked on '1 Members', you'll then see a little link that says 'Merge tool' (see screenshot #2) you'll want to click on that.

  • Then you will choose which information to keep, and then merge the accounts together!

Screenshot #1

Screenshot #2

One important note here, the Memberships will need to have the same email address listed for the Merge tool to appear.

Additional Notes

Note #1 - See below for an example of when Join It recognizes someone trying to buy a new membership when they already have an existing membership (note: the notification will be different depending on the account status of the attached email -- with regards to whether a password has been set). 

Frequently Asked Questions

Will Join It create duplicate memberships for the same email address?

Yes, if a Member has created a new Membership record rather than renewing their current Membership, and if they've 'bypassed' the notification prompting them to login into their existing account, then it will create a duplicate Membership for the same email address.

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