1. I have found a duplicate, what should I do
I am a Club Admin: Please speak to your parent body. Only Member Federations and Associations have the merge function available
I am a Member Federation/Association Admin: Please follow this guide, click HERE
2.Explanation of terms
The following terms are used in this document:
- TO record: This is the Primary or Master record in the merge, the record we are merging data to
- FROM record: This this Secondary record, the record we are merging data from
3.What happens to the registrant’s data when their registration profiles are MERGED?
The merge process treats the area of registrant’s data differently dependent on the specific data type. These treatments are either:
- Retain only the data in the TO record
- Retain data in the TO record, if data does not exist in the TO and data exists in the FROM record, then use data from the FROM record in the merge
- Data from both the FROM and TO records are merged
- The Admin can determine whether to keep the new or old FFA ID
Data | Merge Treatment | Mandatory data in Reg process* |
Title | 2 | N |
Firstname,Sname | 2 | Y |
Middlename | 2 | N |
Alternate Last Name / Maiden Name, Person Known As | 1 | N |
DOB,Country of Birth,Nationality,Gender,Email,Address1 | 2 | Y |
Address2,Address3** | 2 | N |
Suburb,Postcode,State,Country | 2 | Y |
Home Phone,Work Phone,Fax | 2 | N |
Mobile Phone | 2 | Y |
Emergency Contact – Name,Phone,Email | 1 | Y |
Alt Emergency Contact – Name,Phone,Email | 1 | N |
Custom Fields | 2 | Y |
Photo | 2 | Per setup |
Family Relationships | 3 | N/A |
Linking | 3 | N/A |
Notes | 3 | N/A |
Roles,Registrations | 3 | N/A |
Payments,Invoices | 3 | N/A |
WWC,ITC | 2 | Per setup |
Team Allocation | 2 | N |
Cognito ID (Link to Football Account) | 1 | N/A |
FFA ID | 4 | N/A |
*This data is completed as mandatory in the registration flow. It should be expected there will never be a blank entry to this field, therefore Merge Treatment 2 will not impact on the merge (note ‘Merge Treatment’ is mentioned in the table on page one of this document in the second column)
**Future development will change Merge Treatment 2 to Merge Treatment 1. This is to prevent a potential amalgamation to two addresses if a registrant has moved. For the moment these are being excluded from the merging process
4. What happens if a registrant with an existing registration block is merged?
The registration block is maintained regardless of the direction of the merge
5. Can two Active-Club Football registrations for the same reg period be merged (breaking concurrency rules)?
No, the merge will not be processed in this case. One of the registrations will need to be de-registered before the merge can occur.
6. Why can’t I see the merge screen in my admin portal
Clubs do not have administration rights to process merges. Please contact your parent organisation to perform a merge
7. Why do clubs not have process merges rights?
Output from consultation with the Football Community post Season 19 was that the act of merging registrant profiles should be available for Competition organisations (Member Federations or Associations). This assertion was made to manage the integrity of the competition, which is maintained by the governing bodies.
8. What if a registrant has more than two profiles that need to be merged?
Only two merges can be completed in one process. Where more than two profiles exist for a single registrant then multiple merges will be required to resolve the registrant to a single profile
9. After a merge is completed how will the registrant connect to their profile via the Football account
The connection to the Football Account will be retained from the TO record. The user will log into the Football Account and connect to their newly merged profile, then commence registration.
10. Merging profiles with individual football accounts
Where the user has two Football Accounts linked to two respective registration profiles, when the registration profiles are merged, the TO Football Account link (Cognito ID) is maintained. If the user attempts to register using the FROM Football Account, they will not connect to their registration profile, they can use the claim profile functionality in the registration process to re-connect their profile to that Football Account.
11. What will the Registrant see in this merge?
The registrant will receive a popup notification in their participant portal advising of the adjusted FFA ID
12. I suspect mis-merge has occurred, what do I do?
If you suspect a merge has occurred in error, please contact our Support Team on 02 8880 7983.
13. Impact on Competition Feeds
The process of merging will not update the Registration data feed to the Competition Systems.
For SportsTG users, when a registration is made to the new merged record, the feed will pass the FFA ID selected in the merge. If the registrant already has a profile in SportsTG and the FFA ID passed on the feed matches that FFA ID in SportTG then no merging action is required in SportsTG
At time of writing there is no known impact on the iCompman and MyClubMate systems.
14. Merge Example
Pre-Merge
Post-Merge