When you think two people in your list are the same person, you can merge their profiles to create a single person in your list.

Introduction

Merging people entries in Grenadine allows you to merge the information from two entries belonging to one person so that all their information is aggregated under just one entry! The Grenadine system has a dis-ambiguation process that scans “people entries” to avoid duplicates. The system looks at the First Name, the Last Name and the Email fields to reconcile entries with similar information. However, in the rare event that information in the entries are significantly different, the system does not reconcile them under one entry. In that case, you will have to manually merge the ambiguous people entries. Below is an example of ambiguous people entries for one person.

Example

Suppose a person called Ana-Maria Fox Smith wants to register for your event.

Ana-Maria creates an account to register for your event. She decides to use her personal contact information and her preferred name while creating her account. When she saves her account details, a grenadine people entry will be created with the information she provided.

Let’s call this people entry for Ana-Maria A.

First Name: Ana
Last Name: Fox 
Contact Information: anasilvia+ana.m@grenadine.co

Suppose that you want to invite her as a guest to another event and all you have is her business contact information, you would create a people entry with the following information:

Let’s call this people entry for Ana-Maria B

First Name: Ana-Maria
Last Name: Fox Smith 
Contact Information: anasilvia+anamaria@grenadine.co
Organization: Yummyyams

The entries A and B for Ana-Maria Fox Smith are ambiguous because the data in the First Name, the Last Name and the Email fields are significantly different. As a result, the system cannot automatically merge them which creates duplicate entries for Ana-Maria. We strongly recommend you avoid having two entries (or more) for one person because it will over-crowd your list and provide you with inconsistent data on your guests. To get rid of the duplicate, merge entries A and B into one detailed entry so that you can have all of your guest’s (in this case Ana-Maria’s) information under one place.

Grenadine Event Manager > People > People > Select two people > Merge

Screen Overview

1. People Screen: Click here.

2. Ana Fox: Click the checkbox next to the name to select it. From our previous example, this is entry A.

3. Ana-Maria Fox Smith: Click the checkbox next to the name to select it. From our previous example, this is entry B.

4. Merge: Click here to merge entries A and B.

How to Merge Entries

Once you have selected two entries (A & B) and clicked , the following screen will show:

The arrow circled in red denotes the direction of the merge. In other words, wherever the arrow points is where the information will be aggregated. Let’s re-take the Ana-Maria Fox Smith example.

Entry A is Ana Fox. It has her First Name, Last Name and Email information.

Entry B is Ana-Maria Fox Smith. It has her First Name, Last Name, Email and Organization information.

Since entry B is more complete (has more information) than A, we are going to merge A into B.

To do so, click on the arrow so that the head is pointing towards B like so: A–>B. Then, click .

You will notice that some information will be kept during the merge, some will be combined and some will be discarded. A and B have their respective information for First Name, Last Name and Email. This is what will happen to the information during the merge:

= Information Kept

Information Saved in Entry Entry A Entry B Information Kept (merge A > B)
Name
(including company and title)
Ana Fox Ana-Maria Fox Smith Ana-Maria Fox Smith
Role
(moderator, speaker, other active participants, invisible, potential)
Role Event 1: Moderator Role Event 2: Speaker Role Event 1: Moderator
Role Event 2: Speaker
Registration
(registration number, type and sharing details flag)
Reg. # Event 1: 1234 Reg. # Event 2: 5678 Reg. # Event 1: 1234
Reg. # Event 2: 5678
Contact Information
(address, email address, phone)
anasilvia+ana.m@grenadine.co anasilvia+anamaria@grenadine.co anasilvia+ana.m@grenadine.co
anasilvia+anamaria@grenadine.co
Published Information
(bio, Facebook link, photo, website link, Twitter link, other social media link)
Facebook: Ana Fox
Twitter: Ana Fox
Facebook: Ana-Maria Fox Smith
Twitter: Ana-Maria Fox Smith
Linkedin: Ana-Maria Fox Smith
Facebook: Ana-Maria Fox Smith
Twitter: Ana-Maria Fox Smith
Linkedin: Ana-Maria Fox Smith

Suppose that entry B is partially completed or that some information has not been added yet. The information missing in B will be filled with the corresponding information in A when merging A –> B. Here is an example:

Information Saved in Entry Entry A Entry B (partially completed) Information Kept (merge A > B)
Name Ana Fox Ana-Maria Fox Smith Ana-Maria Fox Smith
Role Role Event 1: Moderator Role Event 2: N/A Role Event 1: Moderator
Registration Reg. # Event 1: 1234 Reg. # Event 2: N/A Reg. # Event 1: 1234
Contact Information anasilvia+ana.m@grenadine.co N/A anasilvia+ana.m@grenadine.co

What’s Kept and What’s Discarded

This table summarizes which information of A and B is kept and or discard during merging.

“A” is information from entry A and “B” is information from entry B.

Information Saved in Entry Entry A Entry B Information Kept (merge A > B)
Name
(including company and title)
A B B
Registration
(registration number, type and sharing details flag)
A B A & B
Contact Information
(address, email address, phone)
A B A & B
Published Information
(bio, Facebook link, photo, website link, Twitter link, other social media link)
A B B
Surveys A B B
Availabilities A B B
Program Assignmnets A B B
Email History A B B
Requirements A B B
Documents A B B
Notes A B B
Finance Amounts A B B
Tasks A B B
Tags A B B
Log-in A B B