What should I do when a member has two records?

You had manually created a hunter's record. Later, they join your hunting ground with their Mes Chasses account, and a second record is created, linked to that account. The same person then appears twice among your members: you can merge the two records into one, keeping a single history, a single membership fee and a single licence. Reserved for the administrator and managers of the hunting ground. Others don't see this panel. ## On mobile Available from version 4.2.7 of the app. ### Opening the duplicates panel 1. **Hunting grounds** tab, open your hunting ground. 2. Under "Administration", tap **Members**. 3. The "Likely duplicates" panel appears above the list, with one row per pair. ### Merging the two records 1. On the pair's row, tap **Merge**. 2. Read the confirmation "Merge the two records?", then tap **Merge**. **Cancel** closes it without changing anything. 3. A message gives the summary, for example "The two records are now one. 2 hunts and 1 membership fee carried over." ### Declaring that it isn't the same person Tap **This is not the same person**: the two records stay separate and the pair is no longer suggested ("Noted, these two records will no longer be suggested to you."). This choice applies to the whole hunting ground committee. ### Responding to the question after accepting a member 1. **Hunting grounds** tab, open your hunting ground. 2. Under "Administration", tap **Members**. 3. Under "Pending requests", tap **Accept** on the person's row. Alternative path: open their record, then tap **Accept**. 4. If one of your records resembles them, a sheet opens straight away: "First name Last name may already have a record in the hunting ground". The two records appear one below the other, "Record linked to the account" and "Manually created record", with their details and their upcoming hunts. 5. Tap **Merge**, **This is not the same person** or **Later**. **Later** closes the sheet without deciding. 6. With **Merge**, read the confirmation "Merge the two records?", then tap **Merge**. **Cancel** closes it without changing anything. If several records resemble this member, the question concerns the first pair. The others remain in the "Likely duplicates" panel. ## On the web ### Opening the duplicates panel 1. **Hunting grounds** menu, open your hunting ground. 2. In the left menu, click **Members**. 3. The "Likely duplicates" panel appears above the list, with one row per pair. ### Merging the two records 1. On the pair's row, click **Merge**. 2. In the "Merge the two records?" window, click **Merge** again. **Cancel** closes it without changing anything. 3. A message gives the summary of hunts and membership fees carried over. ### Declaring that it isn't the same person Click **This is not the same person**: the two records stay separate and the pair is no longer suggested. This choice applies to the whole hunting ground committee. ### Responding to the question after accepting a member 1. **Hunting grounds** menu, open your hunting ground. 2. In the left menu, click **Members**. 3. In the "To review" panel, click **Accept** on the request's row. 4. If one of your records resembles them, a window opens straight away: "First name Last name may already have a record in the hunting ground". The two records appear one below the other, "Record linked to the account" and "Manually created record", with their details and their upcoming hunts. 5. Click **Merge**, **This is not the same person** or **Later**. **Later** closes the window without deciding: the pair remains in the "Likely duplicates" panel. 6. With **Merge**, a message gives the summary of hunts and membership fees carried over. If several records resemble this member, the question concerns the first pair. The others remain in the "Likely duplicates" panel. ### Accepting several requests at once 1. **Hunting grounds** menu, open your hunting ground. 2. In the left menu, click **Members**. 3. In the "To review" panel, click **Accept all**. The button appears from 2 requests onward and shows their count. No window opens: the records to merge are found in the "Likely duplicates" panel. ## How a pair is identified Mes Chasses matches a record linked to an active member's account with a manually created record in the same hunting ground when they share the same name or the same phone number. Each row gives the member's name, the manually created record that matches them, and the reason for the match: "Same name", "Same phone number" or "Same name, same phone number". ## What happens to the kept record The record linked to the account is the one that stays. It takes on what the manually created record had: - hunt registrations, with the stand, dogs and payments; - membership fees, whose status recalculates automatically; - the licence you had entered, if the member hasn't entered their own in their account; - the phone number, email, member number and committee role, when the linked record didn't have them; - your notes and labels, which are combined. When both records have the same information, the version from the record linked to the account is kept. If both were registered for the same hunt, a single registration remains: the more advanced one, so a confirmed attendance wins over a pending invitation. ## Good to know - The manually created record is deleted and the merge can't be undone. - The member doesn't receive any notification. - The account's licence always takes priority. If the member later enters their own licence in their account, that is the one displayed, on their record as well as in the licence tracking, the attendance sheet and your hunt documents. - After the merge, the licence still appears on the record, but you can no longer edit it: the record is linked to the member's account. To update it, the member must enter their licence in their Mes Chasses account. ## Troubleshooting - "These records each have a membership fee for the same season. Cancel one of the two before merging.": cancel the extra membership fee, then try again. - "Two of these records each have a payment in progress for the same hunt. Refund or cancel one of the two before merging.": resolve the duplicate payment, then try again. - "This member is no longer part of the hunting ground: their record can no longer be merged.": the member left in the meantime. - "This hunting ground is suspended: merging is not possible at this time.": merging becomes available again when the hunting ground is active again. - "I cannot see the Likely duplicates panel": you don't have the right to manage members, or no pair is similar enough to be suggested. ## See also - [How do I manage the member list of my hunting ground?](article:how-do-i-manage-the-member-list-of-my-hunting-ground) - [How do I manage a member's hunting licence?](article:how-do-i-manage-a-members-hunting-licence) - [How do I manage the membership fees of my hunting ground?](article:how-do-i-manage-the-membership-fees-of-my-hunting-ground) - [How do I invite members?](article:how-do-i-invite-members)