Overview
This guide details the process for consolidating duplicate accounts through the merge tool available in SchoolEngage.
Important: Changes made by this tool cannot be undone. Careful examination of the students you plan to merge is crucial before moving forward.
Table of Contents
Tool Limitations
The merge tool identifies duplicates based on the following criteria:
Guardians
Both accounts are associated with the same user in PowerSchool.
One or both accounts are not linked to PowerSchool, and either:
Have matching emails.
Have matching first and last names.
Students
Students who share the same first name, last name, and date of birth.
Students with matching PowerSchool IDs.
Students with identical ASNs.
Note: A common issue arises when parents add a middle name to the student’s first or last name field, potentially hindering the tool’s ability to detect duplicates. To ensure accuracy, please adjust the names on the accounts accordingly.
How to Use this Feature
Preliminary Steps:
Permissions: Ensure you have either the “Merge Duplicate Students” or “Merge Duplicate Guardians” permission, found under the “User Access” section.
Operation Guide:
Open the user’s profile.
Click the “Actions” dropdown at the top left corner of the user's profile.
Choose “Merge Duplicate Accounts”.
If the tool finds any duplicates, they will be listed in the window.
Select the account you wish to merge by clicking on their corresponding row.
Acknowledge the irreversible nature of this action by clicking the checkbox.
Click “Merge” to complete the process.
Troubleshooting Merge Errors
Error Message | Meaning |
|---|---|
Failed to merge accounts: Duplicate accounts in PowerSchool found. | The merge process was halted because both accounts are active and do not represent the same individual in PowerSchool. To move forward, the duplicate account needs to be removed in PowerSchool, and the changes should be synchronized during SchoolEngage’s nightly sync. |
Failed to remove duplicate account: Not all data was transferred. | This indicates a partial data transfer. Check the duplicate account for any remaining data, such as applications and parent information, and reach out for support by submitting a support ticket. |
Failed to merge user: Failed to save changes to database. | There was a problem saving the updated information in the database. For assistance, please submit a support ticket. |
Partial merge has occurred: Unable to remove empty user from database. | The system encountered an issue removing the duplicate user from the database. For help, submit a support ticket. |