When a volunteer registers for your event using the same email address but a different first name, their profiles are automatically linked in the system.
Understanding the types
Purposeful Linking
This often happens intentionally. For example, a parent may register both themselves and their child using the same email address but different first names.
Accidental Linking
Linked profiles can also occur unintentionally. For example, a volunteer may:
Misspell their first name during registration, or
Use a nickname that differs from a previous registration (for example, registering once as “Andrew” and later as “Andy”).
In these cases, the system creates separate profiles but links them because the email address matches.
Even though the profiles share the same email address, they are treated as separate registrations within the system. For example, if you send an event-wide communication, multiple emails will be delivered to the shared email address—each personalized with the correct first name, assigned shifts, and unique profile link for each linked volunteer.
Resolving Linked Profiles with the Merge Tool
If a volunteer has multiple linked profiles due to errors in their first name, you can resolve this by merging the profiles.
Steps to Merge Profiles
- Navigate to the Volunteer's Profile from Volunteers > Search or Volunteers > Report
(search is preferred to view the progress) Select the Merge option
Choose the profile you want to keep (this will become the primary profile) and click Keep this profile
Click Ok
All shifts and associated data from the secondary profile will be moved to the primary profile
Merging Profiles with Different Email Addresses
If the duplicate profiles use different email addresses, you must first link them before merging
Step 1: Identify the Primary Profile
Search for the profile you want to keep
Copy the email address from that profile
Step 2: Update the Secondary Profile
Search for the profile to be replaced and open it.
Replace its email address with the one copied in Step 1
Update the first name so it is different from the primary profile’s first name
Click Save, then close the profile.
The two profiles are now linked.
Step 3: Complete the Merge
Search using the shared email address
Select the profile to be replaced
Click Merge to begin the merge process
All shifts and associated data from the secondary profile will be transferred to the primary profile
Important Note
If you need to retain any data from the profile being replaced, export or record that information before merging. After the merge is complete, you can manually re-enter any necessary field data into the primary profile.
‼️ Merging profiles cannot be undone
Tips
Open both profiles in separate tabs so you can easily reference field data (phone numbers, addresses, etc.)
Update the primary profile with the correct information before completing the merge