Auto-match existing participant records when participants register online within the same event

We normally mark all the participants we have invited to an event as Invited, but this becomes problematic if they register online later, as the system does not notice they are already in the event as participants and creates a new, duplicate, participant record for them as Registered. This forces us to search for the Invited record, find the date, delete that record, then go apply the date to the new Registered record. That is a lot of additional processing. We need to be able to retain the list of invitees from year to year!!

  • Susan Cornforth
  • Nov 9 2022
  • Already exists
Online Registration
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  • Admin
    Kimberly Hammer commented
    July 26, 2023 18:00

    We currently offer duplicate matching on registration forms.

    For hosts (the person who pays for or completes the registration), the form automatically checks whether they have an existing record. It uses the required First name, Last name, and Email fields from the payment section to perform these checks.

    For guests (the additional people a host includes in their registration), the form must be configured to include Email and/or Phone to automatically check whether they have an existing constituent record. If the registrant only provides first and last names for their guests, the form creates guest records for all named guests and does not search for matches on existing constituent records. To ensure the form searches for a match on guests, we recommend setting either Email and/or Phone to required.

    I’m also including a few links to our documentation covering this specific topic:

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