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The Merge Module

The Merge module includes the Merge Clients tool, Link/Unlink Clients tool, Merge Client Programs tool, and the Move Client Programs tool.

Only users with the Admin access role seat type and the Merge access right enabled for their access role can access the Merge module. In this article, users will be referred to as Admin user(s).

Table of Contents

Overview

The Merge module is available to combine duplicate records. The module includes the following four workflows:

  • Merge Clients: Search, queue, and merge duplicate client records.
  • Link/Unlink Clients: Manage Personal ID groupings for HUD standardization.
  • Merge Client Programs: Consolidate duplicate enrollments.
  • Move Client Programs: Relocate an enrollment, with optional household-member handling.

The Merge Module located on the primary navigation tab

Merge Clients

Duplicate client records occur when staff create multiple records for the same client. Admin users can merge duplicate client records on the Merge tab.

Merge Module with Merge Clients tab showing

The Merge Clients tab displays a client search panel on the left and an empty Selected Clients section on the right.

Merge Clients tab showing the Search section and Queue section

Searching for Clients to Merge

  • The Search bar accepts a full or partial client name, date of birth, and/or the last four digits of SSN, or any combination of these.
  • On search, results display in a table with the following columns: Client Name, Date of Birth, SSN (last four digits), Unique ID, Last Updated, and a column with a History icon that, on hover, shows a tooltip of Service and Program History count if the client has service or program history.
  • Each client name in the search results is a clickable link that opens the client's Profile page.

Building the Client Selection to Merge

When the Admin user clicks the Add (+) button, the client is added to the Selected Clients panel on the right.

  • There is no maximum number of clients that can be added to the selection.
  • A client added to Selected Clients appears as the first entry and is automatically designated as the Primary record, displayed in bold.

Merging Clients

When a secondary record has an active Customer Portal connection, or when a Coordinated Entry (CE) program auto-exit should be triggered, the system shows a warning before merging.

  • When the Admin user clicks the Merge button, the system checks all secondary (non-primary) records in the selection for the following:
    • If any secondary record has an active Customer Portal connection, a warning dialog is displayed before the merge confirmation dialog.
    • If the merge triggers an auto-exit from a CE program with the Auto Exit to Permanent Destination setting enabled, a warning dialog is displayed. The warning message is dynamically generated based on whether household members are affected.

If no warnings apply, the system proceeds directly to the merge confirmation dialog.

  • If the merge is successful, a snackbar message displays:

"Clients merged successfully."

  • If the merge is unsuccessful, a snackbar message displays:

"An error occurred. Please try again. If the problem persists, contact your administrator."

Link/Unlink Clients

The Link/Unlink Clients tab is the second tab in the Merge module and allows the Admin user to change the Personal ID of client record(s) to match the Personal ID of another record.

Link-Unlink Clients tab showing on the Merge Module

The Link/Unlink Clients tab displays a client search panel on the left and an empty Selected Clients section on the right.

Merge Module with Link-Unlink Clients tab showing

Searching for Clients to Link

  • The Search bar accepts a full or partial client name, date of birth, and/or any combination of these terms.
  • Search results display in a table with the following columns: Client Name, Personal ID, Unique ID, Date of Birth, SSN (last four digits), Last Updated, and a column with a History icon that, on hover, shows a tooltip of Service and Program History count.
  • Clients sharing the same Personal ID are grouped under a header row labeled Potential Duplicate Clients – [personal_id].
  • Each client name in the search results is a clickable link that opens the client's Profile page.

Building the Client Selection to Link Clients

Clicking the Add (+) button on an individual client row adds that client to the Selected Clients section.

  • The first client added to Selected Clients is automatically designated as primary.
    • Any selected client can be designated as the primary.
  • If the primary client is removed and others remain, the next client in the selection becomes the new primary.

Linking Clients

  • When the Admin user clicks the Link button, a confirmation dialog displays:

"You are about to link the clients, and assign all clients the Personal ID [personal_id]. Do you wish to continue?"

( [personal_id] is the Personal ID of the primary client)

Unlinking Clients

In a Potential Duplicate Clients list, an Action Menu (kebab) menu includes the Unlink from Personal ID option, which triggers a confirmation dialog with the message:

"Unlink and Change Personal ID — You are about to unlink and change the Personal ID for this client. With this action, a new Personal ID will be generated for this client. Do you wish to continue?"

Merge Client Programs

The Merge Client Programs tab is the third tab in the Merge module. Admin users can combine the program enrollments of household members who were enrolled separately or merge programs within the same client profile for enrollment deduplication.

Merge Module with Merge Client Programs tab highlighted

The Merge Client Programs tab displays a Program dropdown list at the top, a client search panel on the left, and a Selected Client Programs to Merge section on the right.

Merge Module with Merge Client Programs tab and merge areas highlighted

Searching for Enrollments to Merge

The Program dropdown lists all active programs accessible to the Admin user in their current agency context.

  • The Admin user must select a program from the dropdown before searching. The search bar is inactive until a program is selected.

Once a program is selected, the search bar accepts a full or partial client name and/or date of birth.

  • Search results display a list of clients matching the criteria who have enrollments in the selected program.
  • Each result row displays the client name and an Expand icon. Clicking the Expand icon reveals the program start and end dates for that enrollment.

Building the Enrollment Selection to Merge

Clicking the Add (+) button on the expanded row for the client designates it as the Primary enrollment.

  • Any individual enrollment can be designated as Primary.
    • Group enrollments cannot be designated as Primary.

If the Admin user selects a new program from the dropdown, the selection on the right is cleared.

Merging Enrollments

If the selected enrollments do not include a group enrollment, a standard confirmation appears:

"You are about to merge the program enrollments. This action is irreversible. Do you wish to continue?"

  • On merge, if the merge is taking place on the same client, the client's services, notes, files, and assessments on the selected enrollments move onto the Primary enrollment.
  • On success: a snackbar message displays:

"Enrollments merged successfully."

  • On fail: a snackbar message displays:

"An error occurred. Please try again. If the problem persists, contact your administrator."

The merge is recorded in each affected client's audit log.

Moving Group Enrollments

If the selected enrollments include a group enrollment, the following confirmation appears:

"You are about to merge a group enrollment into an individual enrollment. This can't be undone. Please confirm: 

The individual enrollment stays as the surviving primary record.

This client's services, notes, files, & assessments on the group enrollment move onto the individual.

The client is removed from the group enrollment; the group stays intact for its other members."

Confirm Program Merge Dialog

Move Client Programs

The Move Client Programs tab is the fourth tab in the Merge module. This tool can be used when a client has been enrolled in an incorrect program and/or if a program is no longer active, and clients need to be moved to a new program.

Merge Module with Move Client Programs tab

The Move Client Programs tab displays a client search panel on the left and a Move to Program section on the right.

Merge Module with Move Client Programs tab and panels showing

Searching for Enrollments to Move

The search bar accepts a full or partial client name and/or date of birth.

  • Search results display a list of matching clients in that program within the agency that the Admin user is currently logged into. Program enrollments outside of the current agency do not appear in the returned search results.

Building the Enrollment Selection to Move

Clicking the Arrow (down) icon next to a client expands their enrollments.

  • An Add (+) button appears to the right in the row of the program.
  • Clicking the Add (+) button adds that enrollment to the Move to Program section on the right.
  • If the enrollment is not part of a Group enrollment, the Move Group Members toggle is hidden since it is not applicable.

Moving Enrollments

When the Admin user clicks the Move button, the system checks whether the client's current program enrollment has any associated inferred or manual Coordinated Entry (CE) events recorded.

  • If there are no CE events associated, clicking Move triggers a confirmation pop-up that reads:

"Move enrollment — This will move the selected enrollment to the destination program. Continue?"

  • If CE events are associated, a warning dialog is displayed before the confirmation dialog that reads:

"Warning: Coordinated Entry Events will not be moved over when using the Move Client Programs tool. Continue?"

  • Any services, assessments, and notes attached to the enrollment are included in the move.
  • On success: a snackbar message displays:

"Enrollment moved successfully."

  • On fail: a snackbar message displays:

"An error occurred. Please try again. If the problem persists, contact your administrator."

Moving Group Members

The Admin user should confirm the program enrollment move, including group member handling.

  • When selecting an enrollment to move to a different program, if it is part of a group enrollment, a Move Group Members toggle is visible.
  • If Move Group Members is toggled on, all household members' enrollments in the same program are included in the move.
  • Any services, assessments, and notes attached to the enrollment are included in the move.
  • Selecting Move with Move Group Members toggled on triggers a confirmation message:

"Move enrollments — This will move [n] enrollments — the selected client and their household members — to the destination program. Continue?"

  • On success: a snackbar message displays the number of enrollments in the group that were successfully moved.
  • On fail: a snackbar message displays:

"An error occurred. Please try again. If the problem persists, contact your administrator."

Audit Log

The View Audit Log option can be selected from the action menu on the client’s profile by a system administrator with audit log access rights. Every merge, link, unlink, and move action is logged in the client’s profile audit log.

 

Published: 07/28/2026