Managing duplicate accounts

If a volunteer ends up with duplicate accounts (often due to a misspelled or alternate email address), admins can manually resolve this by reassigning schedules and removing the incorrect account.

How to move to one account

Step 1: Identify the Correct Account

Decide which account should be kept (typically the one with the correct email address and/or most activity). The other account will be removed. 

1. Go to All Volunteers.
2. Open the duplicate volunteers to determine which is incorrect.
3. (Optional )Temporarily rename them  (for example, add "– DUPLICATE" to the last name) to reduce confusion! 

Step 2: Find All Scheduled Assignments

Run a report for the opportunities and schedules where the duplicate volunteer may be assigned.

1. Go to the Reports pane.
2. In List Type, choose "Volunteers within this opportunity" and then select all opportunities that the volunteer in question belongs to. If selecting multiple opportunities, you can click in the box to add more after adding the first. 
3. In Schedule data, choose "Include data from these schedules" and then choose "All schedules" at the top of the list. 
4. In Fields, include these fields:
   • First name
   • Last name
   • Email
   • Scheduled positions
5. Click the "Generate report" button in the bottom right corner.
6. The file will save to your browser downloads, where you can click to open and view the report.
7. Once the report is open, find the duplicate volunteer and identify their scheduled positions. 

Step 3: Reassign Schedules

For each schedule listed in the duplicate volunteer's scheduled positions:

1. Open the schedule.
2. Remove the duplicate volunteer.
3. Assign the correct volunteer account to the same position.
4. Repeat until the duplicate volunteer is no longer assigned anywhere. 
5. Double check your work by re-running the same report in step 2 before moving on. 

Step 4: Delete the Duplicate Volunteer

Once the incorrect volunteer has been removed from all schedules:

1. Go to All Volunteers.
2. Open the duplicate volunteer account.
3. Delete the volunteer.

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Best Practices & Troubleshooting

Best Practices

• Run a final report to confirm the duplicate account is no longer scheduled before deleting. 

Troubleshooting

• Seeing two similar names when assigning volunteers? Check email addresses to confirm the correct account and rename the incorrect account so it is more easily detected. 
• Duplicate accounts happen often? Encourage volunteers to use a consistent name and email address when signing up.