Contact records can be merged if a duplicate exists in the system. Outside of user error, duplicates are usually only created during migration. They occur when a contact registers via WebAxis with a slightly different name than the one displayed on the unit record, for example, a nickname, missing middle initial, typo, or suffix difference. If a duplicate exists, the contact may receive duplicate mailings, violation notices, or billing statements, one for each contact record. In CINC Connect, they may also receive duplicate push notifications for the same event.
In CINC, go to Homeowners > Homeowner Listing.
OR
In CINC with universal navigation, go to Residents > Residents > Resident list.
The Homeowner Listing page displays. Enter the Account Number (provided in the Exceptions report) in the Acct# column search field.
Click the appropriate contact.
The Contacts page displays. Select the checkboxes for the two contacts to merge.
Click Merge.
Note: If both contacts have a web login, they cannot be merged.
The Merge Contacts window displays. Select the radio button next to the contact you want to survive the merge. To override the default selection, click the radio button next to a different contact.
Note: You should always keep the contact with a web login, which is marked with a blue dot in the WebLogin column.
Select the surviving contact's Persona, Contact Type, or Statement Delivery Preference from the drop-down lists.
Click Save.
Notes:
If prompted, select which phone numbers to keep in the Assign Phone Numbers window.
If prompted, select which email address becomes secondary in the Select Secondary Email window.
If prompted, select which mailing addresses to keep in the Select Mailing Addresses window. This displays when the number of mailing addresses between the two contacts exceeds the Number of Contact Mailing Addresses allowed on the Settings tab of the Company Profile page.
In CINC, go to System > Company Profile.
OR
In CINC with universal navigation, go to Settings > General > Company Profile.
If you merge a Primary Contact, the surviving contact is kept as the unit's Primary Contact.
If prompted, select which data to save from the User Defined fields.
If you are merging linked contacts, merging removes the link with no effect to the linked contact.
Click the Information tab.
The Primary Homeowner Information page displays. If the correct Property Contact is not listed, click the Search icon next to the Property Contact.
Select the Owner contact that applies to that Property Contact field.
Click Save.