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Find and merge duplicate records

Duplicates creep in: the same person typed twice, a company spelled three ways. The deduplication tool finds candidate duplicates by comparing the fields you choose, and merges them without losing history.

Open the deduplication tool

  1. Open Hamilton Meeting, click Administration, then "Duplicates management" in the Tools section.

Find duplicates

  1. Choose the Entity to scan: the record type (residents, visitors, companies...).

  2. Choose the Fields to compare — the columns whose equality identifies a duplicate (for example last name + first name + email).

  3. Click Search. The tool lists groups of records whose selected fields match.

Merge duplicates

  1. Review each group: the records are shown side by side with their data.

  2. Pick the record to keep — the reference record.

  3. Merge: the other records' history (bookings, links) is re-attached to the reference record, and the duplicates are removed.

Work in small passes: start with strict field combinations (exact same email), then loosen gradually. Fewer, surer matches beat bulk merges.

Good to know

  • Merges are not reversible; when in doubt, export the list first (left-menu Export tool).

  • Prevent duplicates at the source: careful searching before creating records (see "Manage visitor records and statuses") and clean import mappings (see "Import data and schedule automated tasks") avoid most cases.

  • The same tool exists in Hamilton Visitor for visitor-heavy datasets.

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