Managing Duplicate Client Records

Introduction

The “Dupe Merge” button at the top of the Client listing in TourTools helps you find and merge duplicate client records, particularly those with the same name and address.

Identifying Duplicates

When you access the client list and click “Dupe Merge,” the system identifies potential duplicates and groups them into sets. Each set contains records that may be duplicated, like two entries for “Mike Alexander” with the same address.

Reviewing and Merging – You can review each set individually:

• Decide which record to keep.
• Click “Merge” to combine the records, keeping all associated data like bookings intact.
• The duplicate record is then removed, ensuring only one accurate client record remains.

Ignoring Record

If you want to keep all records in a set but avoid them appearing as duplicates in the future, you can use the “Ignore” feature. This allows you to bypass these records in future duplicate checks without merging them.

Processing Multiple Sets

After reviewing, you can merge the selected records. The system will notify you of any unreviewed sets. You can choose to proceed, and the reviewed records will be merged, while unreviewed ones remain.

Additional Options:

• Print: Generate a PDF of all duplicate sets for external review, allowing someone else to decide on the merges before finalizing them in the system.
• Close Without Changes: If you decide not to merge or ignore any records, simply close the window. No changes will be saved.