16 February 2023

How to merge applicants

Merge applicants to archive duplicate applicants and move applications from the duplicate applicant to an existing applicant.

Applicants should only be merged when you are sure they are the same person. Applicants can be unmerged, however, the applications must then be reprocessed. For example, to ensure the correct applicant details have been used for a clearance check.

Merge applicants as follows:

  1. Find the applicant's student identifier. Go to the Pending duplicate match desk and select the applicant's name, such as Aysha Mohammed, to view their person profile and copy the Student ID, such as 200000047.

  2. Select the new applicant in applicant merge. Go to Applicant merge / unmerge Merge. Then, paste the Student ID, such as 200000047 and select the search button.

    The image Applicant merge shows the data for the applicant and applications displayed as a JSON file. You can use this data to help identify existing applicants that the new applicant could be a duplicate of. For example, use the keyword filters to find an existing applicant with the same name. For more information on filtering applications, go to How to filter applications.

    Applicant merge
    Applicant merge screen showing the data for the applicant and applications displayed as a JSON file.

  3. Select the existing applicant's name, such as Ayshah Mohammed, to view their person profile and copy the Student ID, such as 200000049.

  4. In Applicant merge, select the existing applicant, Ayshah Mohammed. Paste the Student ID, such as 200000049 in the right-hand panel and then select the search button.

  5. Compare the applicants to ensure the new applicant is a duplicate of the existing applicant. Note that you can copy the JSON data to a text editor, such as Notepad ++, to compare the data more easily.

  6. Choose the applicant to keep by selecting Choose as active profile.

    The image Existing applicant selected as active shows that the existing applicant, Ayshah Mohammed has been chosen as the active profile.

    Existing applicant selected as active
    Applicant merge screen showing the active applicant selected.

  7. Merge the applicants by selecting Merge applicants. The applicants and applications are updated as follows:

    • Existing applicant remains active. The merge status of the existing applicant is updated to Merge.

    • Applications from the duplicate applicant are moved to the existing applicant. The applications are then allocated to the desk defined by the entry point of the course. If no entry point is defined, the application is allocated to the Unallocated applications desk.

    • Merge history is added to the person profile of the existing applicant, which details when the applicant was merged and by which member of staff.

    • Duplicate applicant is archived. The merge status of the applicant is updated to Duplicate.