LeadDolphin has a feature whereby some types of duplicates are automatically resolved. There are lots of different situations in which a duplicate can arise, and some of the most common are address here.
Duplicate Prevention
Once this update is deployed (date/time TBD), you can expect the following new things to occur automatically to prevent duplicate creation.
If a Member is fast added into Data Trak with an already existing profile in LeadDolphin/Data Trak, the new profile will be merged into an existing LeadDolphin profile with a matching email address (preventing a duplicate).
If a prospect is entered into Data Trak and already has an existing profile in Data Trak/LeadDolphin, the newly created prospect will merge with the existing LeadDolphin profile by email address (preventing a duplicate).
To help prevent creating duplicates, please continue to search for existing prospects before fast adding. Taking a second or two at this step can pay dividends later on avoiding confusion or irritating the customer with multiple campaign messages to duplicate accounts.
Situations where automatic duplicate prevention CANNOT happen
If more than one profile exists with the same email address,
If two people share one email address,
If the email address is bogus (invalid or fake addresses like me@me.com).
FAQ
I can’t find someone I know is in the system!
If you’re searching by name, try searching for the email address instead. And vice versa. Try searching for just the first or just the last name. Try a common alternate of the name (i.e. Sara vs Sarah). But email will be the most reliable search.
Does case matter in an email?
Email addresses are always case insensitive. Meaning Support@LeadDolphin.com is the same as support@leaddolphin.com.
I see a duplicate that the system didn’t catch, what can I do?
If it’s a prospect and a matching member or two prospects, you can delete one of the prospects. You should never delete a member.
How fast are the syncs between LD & Datatrak?
A change made on LD gets sent within a minute or so to DT. A change in DT could take up to an hour or so before the sync to LD happens.