Identifying Duplicate E-Mails, SSNs, or SINs

UNITE will alert you when any of the following information exists on another record:

• Primary E-Mail Address
• SSN
• SIN

If any of the above information exists on a record you will receive a pop-up indicating so. There are 2 different types of duplicate pop-ups you could receive:

        1. Duplicate Record Found in Your Organization 

        2. Duplicate Record Found Outside Your Organization 

1. Duplicate Record Found in Your Organization 

If a duplicate record(s) is found within your organization, you will receive this pop-up:

This pop-up will display the following of the duplicate(s) found:

• Name (First and Last)
• Context (Membership/Training or Prospect)
• District Council 
• View Now Link (Takes You To the Record to view more details)
  • While you can make changes to the record after viewing, you are not able to complete the CONVERT TO MEMBER Function

To elaborate more on the Context, this is where the record is located. If you see (Training,Membership), this means that this duplicate data exists in the Member Roster. 

If you see (Organize), this means that the duplicate data exists in the Organize>Prospect Roster

Steps To Complete the "Convert to Member" Process: 

You must Leave the View of the Roster Record, or Add Member Process and complete the following steps:

Step 1: Locate the Record

• Navigate to the Organize tab.
• Click Prospects.
• Manually search for the specific record.

Step 2: Convert to Pre-Applicant

• Once you've found the record, click the Convert to Applicant button.
• Fill out all required fields and Save

Step 3: Perform Activity Change

• While still on the record, go to the Membership tab.
• Perform an Activity Change by selecting the option to convert the record to Applicant.
• Click Save to confirm the status change.

Step 4: Finalize Conversion to Initiated or Paying on App

• Remain on the same record and perform another Activity Change.
• Convert the record from Applicant to either Initiated or Paying on App, depending on the specific requirement.
• Ensure all changes are saved.

2. Duplicate Record Found Outside Your Organization 

If a duplicate record(s) is found outside your organization, you will receive this pop-up

This pop-up displays the following:

1. Context (Membership/Training or Prospect)
2. District Council

You will not be able to select a link to go to this record as it exists outside of your organization. If you run into this scenario please contact the District Council Administrator listed on the Matching Record to get more information on that record.