Overview

Onos allows duplicate staff records to be merged so that information can be consolidated under a single staff member.
The correct process depends on whether the records are:

• Two staff-only records
• One staff record and one user account
• Two records that both have user accounts

It is important to select the correct master record before merging so that login access and linked records are retained correctly. Before completing the merge, please review each user record carefully and confirm that any associated documents, forms, and historical records are linked to the correct user. This will help identify any information that may have been assigned to an incorrect or duplicate profile before the records are combined.

Typical Merge Process

1. Merging two staff-only records

If neither record has a user account, you can merge the two staff records directly.
Choose the staff record you want to keep as the master record, then merge the duplicate record into it.
Before completing the merge, check that you have selected the correct master record, as this will be the record retained after the merge.

2. Merging a staff record with a user account

If one record is a normal staff record and the other has an Onos user account, the user account record must be selected as the master record.
The staff-only record can then be merged into the user account record.
This is important because you will not want to remove access to the platform by removing a user account and a user account will not be available as a searchable merge target if the staff-only record is selected as the master.
In short:
Correct: Staff record → merge into → User account record
Incorrect: User account record → merge into → Staff-only record
Selecting the user account as the master ensures the person's platform login is retained while the duplicate staff information is consolidated into the same record.

3. Merging two records that both have user accounts

If both staff records have active user accounts, they cannot be merged directly while both user accounts remain.
You must first decide which user account should be retained.
Delete the user account that is no longer required from the user table. This removes the duplicate login account while retaining the associated staff information and linked records.
Once one user account remains, merge the duplicate staff record into the staff record linked to the user account you are keeping.
The final result should be a single staff record with a single user account and the combined associated records.

Frequently Asked Questions

1. Which record should I keep as the master?

Where possible, keep the record containing the active Onos user account as the master.
If neither record has a user account, choose the most complete or correct staff record as the master.

2. Why can’t I find the user account when trying to merge?

If you have selected a staff-only record as the master, the user account may not appear as a searchable record to merge into it.
Instead, open the record containing the user account and use that as the master. You can then search for and merge the staff-only record into it.

3. What if both duplicate records have user accounts?

One of the user accounts must be deleted before the staff records can be merged.
Decide which login account should remain, delete the other user account from the user table, then merge the duplicate staff record into the staff record linked to the remaining user account in the staff table.

4. Will records linked to the deleted user account be lost?

No. The records associated with the deleted user account should be retained and can then be brought together under the remaining staff/user record when the staff records are merged.

5. What should I check before merging?

Before completing the merge, confirm:

• Which record should be retained as the master
• Which user account, if any, should remain active
• That the correct email address and staff details are on the master record
• That the duplicate record is the one being merged into the master

Once completed, the aim should be to have one staff record and, where required, one active Onos user account.

Updated on: 08/09/2026