Deduplication Scenario - Correctly linking a juvenile record with a parent/guardian

Overview

The following article will demonstrate how to correctly link a juvenile record with a parent/guardian membership within your club with scenarios.

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Table of Contents

• Scenarios for Correctly linking a juvenile record with a Parent/Guardian

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Scenarios for Correctly linking a juvenile record with a Parent/Guardian

For many clubs, the main cause of duplicate records was the creation of families on Foireann. In the member list, many children's records were already listed as they were transferred over from the old registration systems; however, there was no way for these records to be linked to a family on Foireann, or the parent/guardian creates an account for the child (username and password).

Instead, parents/guardians were advised to create their families from scratch, which resulted in additional records for the child to be listed in the member table.

Therefore, for many parents/guardians, when they logged into Foireann, the membership/registration was not visible as it was linked to the record, which only club administrators could see.

For these scenarios, when merging records on Foireann, it is vital that, as an administrator, you choose the record which has the family listed as the primary record.

For example, see the screenshot below, both of these member records are for Anna Bella O'Hanlon. As you can see, all the following fields contain the same information:

• Name
• DOB
• Address
• Account Status
• Clubs
• Additional Information

The only differences between these two records are the Registration ID, Family and Membership.

For this scenario, as a club administrator, you would select the record which has the family ‘O'hanlon’ listed as the primary record, since the child is under 18, she is not meant to have an active Foireann account (Username). By doing this, the registration ID and Memberships from the other record will be merged into the primary record.

This means that following the merge, the remaining record for Anna Bella on Foireann would state:

• Name: Anna Bella O'hanlon
• Registration ID: 5002154
• DOB: 08/09/2018
• Address: 123 Test
• Account Status: No Account
• Family: O'hanlon
• Clubs: Foireann Gaels
• Memberships: GAA, 2025 - Youth (Playing) paid
• Additional Information: Female, [phone]

Anna Bella's record before the merge, when logged into Foireann as Anna Bella's parent/guardian:

Anna Bella's record after the merge, when logged into Foireann as Anna Bella's parent/guardian:

Anna Bella's record after the merge, when logged into Foireann as the club administrator