Why duplicate accounts happen #
Duplicate accounts are usually created when a person is signed up as a new member without first checking whether they already exist in your system. The most common cases are returning members and prospects who get signed up as new members rather than being converted from their existing record.
How to prevent duplicates #
Before signing the member up, verify the member was not a member previously. Check Member Management and replace or renew the account if needed.
Also check if the member is in the system as a prospect. If so, use Convert to Member on the prospect record to convert them to a membership instead of creating a new, separate member record.
How to clean up existing duplicates #
If you discover a duplicate after the fact:
- Identify which record should be the source of truth (usually the older, more complete record with the longer history).
- If both records have agreements, decide which one to keep active and use the replacement workflow on the surviving record if needed.
- Document the merge in Notes so future staff understand which record is canonical.
Need help? #
Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.