Duplications happen in any CRM, but with Funnel, there are ways to reduce the likelihood of duplicate leads and guardians.
The matching process
Funnel checks certain lead and guardian fields against existing records to determine whether or not there is a match. If there is a match, Funnel will add to the existing record rather than creating a new record.
If a parent/guardian supplies incorrect information, this may prevent a match, and you will end up with a duplicate record.
For more details about the matching process, please see:
How to reduce duplicate records
To reduce the likelihood of duplicate records, you can review your forms using the form editor and ensure you have the following fields included in all your forms:
Guardian:
Guardian First Name
Guardian Email
Guardian Phone
Lead:
First Name
Last Name
Lead Date of Birth
To further reduce the likelihood of duplicate records, you should make the following changes to your name fields:
Add optional middle name fields for leads and guardians
Add a preferred name field to Guardian and lead details
Ensure the label on your first name field says “First Name”, rather than “First Names”
Add help text encouraging the use of their legal name or name as per birth certificate, rather than an abbreviated version
Place warning text to ensure they enter consistent information
Below is an example of how a form should be set up.
One of the first questions on all your basic and event-type forms should be:
If the guardian says 'Yes', then you will remove the entry year and the year level from being available to the user to select. The reason to do this is to avoid the user putting in a different entry year and year level then they originally indicated on their application for enrolment form. To hide the entry year and year level a condition must be set. The condition is based on the user saying 'Yes'.
If the guardian says 'No', you must have the entry year and year level available according to the conditions on the form.
Please see an example below:
The following screenshots will help reduce the duplicates.
On the guardian page:
On the lead details page:
For Event forms only. Sometimes users will add their other children in the event forms thinking they are initiating an enquiry. However, this will not work in Funnel as each child will need a unique form entry to be considered a lead. It is important to add the following to your event type forms.
How to merge duplicate records
If you do have duplicate records, you can merge them:
More help
If you need help merging specific records, please contact our Support Team.
If you need training or want to discuss duplications further, please get in touch with your Customer Success Manager.