Merging duplicate employee records

This article applies to organization admins and third-party users in the PI2 platform.

Have multiple employee records in your directory that share duplicate or overlapping information? You can merge those records in a few quick steps.

How to merge duplicate employee records

Log in to the PI software.
Click the gear icon () in the top-right of the navigation bar.
Click "Admin" from the dropdown options.
You will land on the employee directory in Administration.
Click the checkbox next to any employee records you would like to merge. (You can merge up to 5 duplicate records at a time.)
Click the "Actions" button.
Click "Merge duplicate records" from the dropdown options.
A side panel titled "Merge duplicate records" will open. Here, you'll see a summary of the records to be merged, along with other key information including:
- Each record's name
- Each record's email address
- The date each was added to your directory
Underneath, you'll be prompted to rectify any mismatching fields.
Select the information you'd like to keep for each field.
(Optional) If there are any fields without mismatches, those will automatically carry over. You can expand to see those matching fields if you'd like.
Finally, if this person has multiple Behavioral Assessment results, select which BA record to set as "active."

Note: This choice affects which BA shows throughout the PI software for this employee. The decision isn't permanent; you can manage this person's active BA at any time.
Review your selections, then click "Merge records" to confirm.
The selected records will be merged. If successful, you will see the following message: "Records merged."

Note: If 2 or more of the records you're merging have duplicate software access, the system will automatically carry over the highest-granted access levels from the individual records to the merged record. If you would like to tweak this further, you can modify this person's access levels post-merge.

FAQs

General questions

How many duplicate records can I merge at once?

You can merge between 2 and 5 duplicate records at once.

Tip: If an employee has more than 5 duplicate records, we recommend merging their records in multiple batches.

Is it possible to merge candidate and employee records?

No. Currently, the PI software only supports the ability to merge employee records.

Workaround: If an employee has duplicate records not just in the directory, but in Hire as a candidate, here's how you can merge those records:

Proceed to mark the candidate as "hired."
Enter the employee's business email when prompted. (If that email is already in use, enter a temporary "dummy" email.)
The candidate will be added to your directory as an employee.
Proceed to merge this employee's records.
When prompted, choose to retain the business email over the dummy email.

The employee's records will be merged, including any candidate data.

When merging employee records with multiple Behavioral Assessment records, which BA carries over?

All BA records are retained when merging employee records. However, before completing the merge, you will be prompted to select which BA you'd like to set as "active" for this employee. (If you do not select an active assessment, it will default to the employee's oldest BA record.)

Note: This choice affects which BA shows throughout the PI software for this employee. The decision isn't permanent; you can manage this person's active BA at any time.

When merging 2 or more employee records that have software access, how are permissions handled?

If multiple records have software access, the system will automatically carry over the highest-granted access levels from the individual records to the merged record. If you would like to tweak this further, you can modify this person's access levels post-merge.

Future considerations

Can the PI software auto-flag duplicate records for us?

This functionality does not currently exist. However, we are considering adding a "quick action" panel that will allow users to quickly find and merge duplicate records the system has flagged in their directory.

We're still working through how this functionality will work, and plan to share more details in the future.