How to clean up your database? Duplicates/fake users – HELPFUL VILLAGE

Go to Admin → People Management → Duplicates.

The Duplicates feature helps Villages identify and clean up duplicate or fake user profiles in their database.

Detecting Duplicate Profiles

We explain below why duplicate and fake users may be created and how the system identifies them.

The system automatically detects potential duplicate and fake users using a number of parameters. However, we also recommend reviewing the All People report to make sure there are no remaining duplicate or fake profiles.

How to Compare Duplicate Profiles

Click DETECT DUPLICATES to display the list of profiles identified as potential duplicates.
Helpful Village allows you to merge two profiles at a time. Select the checkboxes next to the two profiles you want to compare and merge.

If you need to merge several profiles belonging to the same person, you will need to repeat the process and merge them two at a time.
Once you have selected the two profiles, click COMPARE.

You can also use the search bar to find another person and add their profile to the comparison.

Review the Profiles Before Merging

The system will display a comparison of the two profiles. You can select the checkboxes next to the information you want to keep and transfer to the profile that will remain.

Before merging two profiles, carefully review all the information on both profiles. Make sure that important information is included in the profile you intend to keep.

For example, if one of the profiles is registered as a Volunteer, make sure the relevant volunteer information is selected for transfer before completing the merge.

Please note that only the information shown in the comparison screen will be transferred during the merge.

Merge the Profiles

If you have confirmed that both profiles belong to the same person, click MERGE.

A confirmation message will appear. Click OK to confirm the merge.

The duplicate profile will then be archived.

When Two People Have the Same Name

If the two profiles belong to different people who happen to have the same first and last name, do not merge the profiles.

Instead, click KEEP BOTH PROFILES to keep both accounts in the system.

Clean Up Fake Users

Another way to clean up your database is by using the CLEAN FAKE USERS feature.

Fake users can be created by automated bots or other automated activity. Helpful Village uses CAPTCHA technology and other parameters to help identify potentially fake users.

The system will display a list of profiles identified as potential fake users.

You can:

Select the checkboxes next to individual profiles and archive only those users.
Select SELECT ALL if you are confident that all of the displayed profiles are fake users.
Click ARCHIVE SELECTED USERS to archive the selected profiles.

Review Profiles Before Archiving

We strongly recommend reviewing each profile before archiving it.

A profile may contain important information, such as:

Event participation
Payment history
Other associated data

If you see any activity or other information associated with a profile, we recommend opening the profile and reviewing it carefully before archiving the user. This helps prevent a legitimate user from being archived accidentally.

You can also use the search bar to find a specific user identified as a potential fake user and review or archive their profile individually.

Live Demo

For a practical demonstration, see our live demo:

Live Demo – Merge Duplicates