The Merge Records feature in WeGive allows you to consolidate duplicate donor or designation records into a single, clean master record. This helps maintain data accuracy across donations, supporter logins, recurring plans, and CRM syncs.
What Is a Merge in WeGive?
Merging records allows you to:
- Combine two donor or designation records.
- Choose which data fields to preserve.
- Aggregate donation history, logins, and payment methods.
- Maintain consistency with your external CRM.
You’ll select a Merge Record (the one being merged) and a Master Record (the one being kept), then decide field by field which values to retain.
How to Identify Potential Duplicate Donors
Before initiating a merge, you can use the Supporters Table to identify records that may be duplicates.
Step: Use the "Has Duplicates" Filter
- Navigate to the Supporters Table.
- Click the Filter icon.
- Scroll or search for the "Has Duplicates" field.
- Select "Yes".
This filter will display supporter records that share the same email address with one or more other records in your database—these are considered potential duplicates.
Use this filter to review and resolve data inconsistencies before merging.
How to Merge Donor Records
Step 1: Select Records
- Choose the donor record you want to merge.
- Then select the Master Record—the donor you want to keep.
Step 2: Choose Which Data to Retain
- You’ll see each field (name, email, phone, etc.) with values from both the merge and master records.
- Select the checkbox next to the data you want to retain in the Master Record. This allows you to override values from the Master Record on a field-by-field basis.
Step 3: Confirm the Merge
- Review all selections on the confirmation screen.
- Click Confirm Merge.
Step 4: CRM Sync Considerations
If you're using a CRM (like Salesforce or Virtuous), make sure:
- The Master Record ID in WeGive matches the Master Record ID in your CRM.
- This ensures the sync continues without issues.
Important: If your CRM doesn’t support auto-merging, you’ll need to manually merge the records in your CRM as well.
What Gets Preserved:
- Donation history from both records will appear under the master.
- Logins: Both email addresses and phone numbers used for donor portal access will remain active.
- Payment methods associated with either login will carry over to the master.
How to Merge Designation Records
Step 1: Select Records
- Choose the designation to be merged.
- Select the Master Designation you want to merge into.
Step 2: Choose Data to Retain
- As with donors, choose which data fields you want to keep by selecting checkboxes next to them.
Step 3: Confirm the Merge
- Review your selections and confirm the merge.
Step 4: CRM Sync Considerations
- Ensure the Master Designation ID in WeGive matches the one used in your CRM.
- Manually merge records in your CRM if needed.
What Gets Preserved:
- All payments tied to both designations are aggregated into the Master Designation.
Best Practices
- Always double-check CRM ID alignment to avoid data sync issues.
- Review field-level merge selections carefully—merges cannot be undone.
- Use the "Has Duplicates" filter to proactively manage data hygiene.
- Merge records in your CRM if auto-merge is unavailable.