Managing Duplicate Leads

When a new lead is added, the system automatically searches your waitlist, inactive, offered, confirmed, and started children, to find any potential duplicates.

Leads that are detected as potential duplicates are highlighted in blue in the leads summary grid (see image below).

When editing a lead, you will receive a warning advising you of a potential duplicate if the following information matches another lead in the system:

• Email Address
• Mobile Number 
• Carer First Name
• Centre

A warning message will pop-up with a link to view the 'potential duplicate' if you try to edit the record (see image below). 

Example of Duplicate Warning:

Note: Lead forms that are published on a public service website will allow the family to make as many submissions as they wish. Duplicate warnings are only shown internally within the system. 

To proceed forward, you can either:

• Pause adding your lead, and view the duplicate(s) found in the system OR
• Continue adding your lead, and add in unique information (such as new child information)

Viewing Duplicate Leads:

If you click on the hyperlink "potential duplicate", you will be redirected to a summary table showing you all the possible duplicate founds for that particular record. Take special note of any child information and the current status; this will help you distinguish if the duplicate is a sibling. 

Click on the pencil icon if you wish to edit the duplicate found.

If you wish to remove the duplicate, you can delete or put the record as inactive. For instructions on how to do these, check this handy guide: How do I Delete a Waitlist or Switch it to Inactive?

Note: It is advisable you only delete records that are duplicates. Deleting a record is a permanent action and you will not be able to retrieve the information. It is best practice to switch a family to Inactive instead.