What this feature does and when to use it?
The Merge feature in Recruit CRM allows you to combine duplicate candidate, contact, company, or job records into a single primary record, helping maintain a clean and accurate database. When records are merged, the primary record is retained while the duplicate record is removed, reducing confusion in reporting, communication, and day-to-day operations.
This feature is particularly useful when:
Duplicate records are created through CSV/Excel imports or manual data entry.
The same candidate, contact, or company exists with different email addresses, phone numbers, or other contact details.
You need to consolidate duplicate records to maintain a clean and accurate database.
Common Causes of Duplicate Records
Duplicate records can be created in the following scenarios:
The same candidate, contact, or company is added multiple times using different email addresses, phone numbers, or other unique identifiers.
A CSV or Excel file containing duplicate entries is imported into Recruit CRM more than once.
The same company is added under slightly different names, such as Apple Inc. and Apple Incorporation.
The Allow Duplicates setting is enabled in Account Management Settings, allowing duplicate records to be created.
Merging Duplicate Records
The process for merging candidates, contacts, and companies is the same.
Navigate to the candidate, contact, or company record that you want to keep as the primary record.
Click the three-dot menu located in the top-right corner of the record and select Merge.
If you are unable to see the merge candidate option, then you have to first make it visible by customizing the options.
In the merge window, search for and select the duplicate record that you would like to merge into the primary record.
Please Note- When a merge is completed, the secondary record is permanently deleted from the system and cannot be restored. Please verify that you have selected the correct primary and duplicate records before proceeding.
Once you have selected the duplicate record, click Merge to begin the merge process.
Recruit CRM will display a confirmation message indicating that the merge request has been initiated.
After the merge is processed, you will receive a notification confirming that the records have been successfully combined.
(Old UI) -
During the merge process, only empty fields in the primary record are updated with data from the secondary record. Any existing information in the primary record remains unchanged and will not be overwritten.
It's also possible to merge jobs in Recruit CRM!
How Recruit CRM Detects Duplicate Records
Recruit CRM automatically checks for duplicate records when new candidates, contacts, or companies are added to your database. How duplicates are handled depends on the Allow Duplicates setting in your Account Management Settings.
The following fields are used to identify duplicates:
Record Type | Fields Checked |
Candidates | Email Address, Phone Number, LinkedIn Profile URL |
Contacts | Email Address, LinkedIn Profile URL |
Companies | Company Name, Website URL, LinkedIn Profile URL |
When Allow Duplicates is OFF:
Recruit CRM checks new records against existing records in your database. If a match is found, the existing record is updated instead of creating a duplicate.
When Allow Duplicates is ON:
Recruit CRM allows duplicate records to be created, even when matching information already exists in the database.
Troubleshooting
Problem: A duplicate record was created even though details match.
Problem: A duplicate record was created even though details match.
Likely cause: The “Allow Duplicate” setting is turned On.
What to check: Open Account Management and confirm the toggle for "Allow duplicates" is set to off.
Resolution: If you want to prevent automatic duplicate creation, set “Allow Duplicate” to Off. Then manually merge any existing duplicates.
FAQs
1. What happens to the secondary record after merging?
1. What happens to the secondary record after merging?
The secondary record is permanently deleted from Recruit CRM once the merge is complete. Its data is combined into the primary record.
2. What happens to a candidate’s hiring stage when two candidates are merged?
2. What happens to a candidate’s hiring stage when two candidates are merged?
When duplicate candidate records are merged, assignment histories from both records are preserved to maintain a complete view of the candidate’s journey.
If both records contain assignments for the same job, all unique stage histories are retained under the Candidate History tab. When the same stage exists in both records, the system keeps the entry with the older Stage Updated On date. Any stage containing client feedback or internal remarks is always retained, even if the hiring stage appears duplicated.
The candidate’s current hiring stage for a job is determined based on the stage with the most recent assignment date. These retained histories are also reflected in Candidate Lifecycle Reports, ensuring accurate reporting and full visibility after a merge.
Conclusion
Merging duplicate records helps keep your Recruit CRM database clean, organized, and accurate. By understanding how duplicate detection works and using the Merge feature when needed, you can prevent duplicate entries, maintain complete record histories, and ensure reliable reporting across your account.