--- title: Merge duplicate contacts slug: merge-duplicate-contacts description: Duplicate contacts can sometimes arise when ambassadors apply through Roster's application forms. createdAt: 2025-03-17T21:24:54.411Z --- Duplicate contacts can sometimes arise when ambassadors apply through Roster's application forms. These duplicates can cause confusion and hinder the ambassador's access to campaigns and discounts. In this article, we'll discuss why duplicate contacts occur and provide a step-by-step guide on how to seamlessly merge two contacts. *** ## Why duplicate contacts occur When an ambassador who applied through a brand's application form is accepted, they typically set up their ambassador account with the email address they used during the application process. However, some ambassadors might provide a different email address, resulting in duplicate contacts. *** ## Consequences of duplicate contacts - **Access Issues**: Ambassadors who do not use the original email associated with their application may lose access to the campaigns they were initially invited to, as well as any associated discounts. - **Application Visibility**: If an ambassador signs up for a campaign without using the original email and completes their account with the new email, their new account may appear in the applicant's tab, potentially confusing. *** # Steps to merge two contacts Before proceeding with the merging process, it's crucial to confirm with the ambassador which email they want to use going forward, as the email address is the key data point that prevents two contacts from being merged. Follow these steps to merge the duplicate contacts ::::WorkflowBlock :::WorkflowBlockItem ### Identify the duplicate contacts 1. **Search for ambassador.** In your Roster account, navigate to the "all contacts" section and search for the ambassador's social handle or name to identify the two contacts that need to be merged. 2. **Open both contacts.** Open both duplicate contacts in separate tabs or windows to make it easier to compare and merge them. ::: :::WorkflowBlockItem ### Prep the duplicate so it merges into the primary contact The goal here is to first decide which contact to keep as the primary and which one to merge into the primary. Once you identify the contact you want to merge into the primary, do the following: 1. **Delete the Contact's Email.** the system will not merge the contact if they both have different email addresses. Remove the email address of the contact that the ambassador will no longer be using. 2. **Program Removal.** If the non-primary duplicate contact is currently part of a program, ensure you remove this contact from the program so the merge logic knows which contact is the primary record. ::: :::WorkflowBlockItem ### Ensure a Consistent Social Handle Confirm that both contacts have the same social handle listed. This is essential for triggering the system to merge the two contacts. ::: :::WorkflowBlockItem ### Wait for the Merge After completing the above steps, give the system 24 hours to process the merge. During this time, the data from both contacts will be combined, resolving the duplicate issue. ::: :::: *** ## Why contacts might not be auto-merging If the duplicate contacts aren't merging automatically after 24 hours, one of the following issues may be the cause: **The contacts do no have the same email address** - If each contact does not have the same email address, the system will not initiate a merge. - To resolve this, remove the email from the duplicate contact to allow the system to merge. **The contacts do no have the same social handle** - If each contact doesn't have the same social handle, the system will not initiate a merge. - To resolve this, update the contacts to have the same social handle(s). **The contacts are in programs** - If each contact is in a program, the system will not initiate a merge. - To resolve this, remove the duplicate contact from the program. **The contacts have logged into the ambassador portal ** - If each of the contacts have logged into the ambassador prortal, the system will not initiate a merge. - This scenario must be manually resolved by the Roster support team. Please contact [support@getroster.com](mailto\:support@getroster.com) to assist with the merge. *** # Conclusion Duplicate contacts can create confusion and hinder an ambassador's access to campaigns and discounts. By following these steps and communicating with the ambassador, you can efficiently merge these contacts, ensuring a smoother experience for both the ambassador and your organization. *** ## Need help? If you need any additional assistance with with your Roster account, feel free to contact our support team at [support@getroster.com](mailto\:support@getroster.com). We're here to help!