How to Fix Duplicate Talent Profiles

Duplicates! The unwanted pest in any database and CRM system. Within your Kamana account, one of the worst things to deal with is a Healthcare Professional who has more than one Talent Profile connected to your system. So what can you do? We'll go over best practices on how to deal with these situations below.

With this Guide, you can:

How are Duplicates Created?

Duplications are never intentional entries in anyone's list. But accidents can occur when multiple individuals have access to the same record. Some common causes are:

  • A Healthcare Professional signing up through Kamana with multiple Email Addresses.
  • Agency Users creating an invitation/profile for a Healthcare Professional who already has an existing Kamana Profile.
  • An Agency User signing up as a Healthcare Professional

We'll be going over how to resolve each of these cases in further detail in this guide.

Resolving Duplicates: Claimed vs. Unclaimed

These are the most common cases of Duplications within Kamana. Before we move onto how to resolve this, there are a few important things to note:

  • The most important thing to note is that the Claimed Profile is the Healthcare Professional's. They have verified their email address, they can access it, and own it. To minimize disruptions to the Healthcare Professional, it's important to preserve this Profile over the Unclaimed one.
  • eSigns and messages to the Unclaimed Profile will not consistently reach the Talent.
  • Deleting a Profile from your Agency records (Claimed or Unclaimed) will result in a loss of Employer Notes, Employer Attachments, eSigns, and Engagements.

Now that we covered the important notes above, we can go through the steps to properly removing an Unclaimed Profile and Preserving the Claimed Profile.

  1. Identify the Claimed versus Unclaimed Profile. An Unclaimed Profile will have an Orange Icon next to it on your Talent List, while the Claimed Profile will have a Green Icon.
    If you're viewing the Profile directly (and not from your List), these same icons can be seen at the top left of the Profile.
  2. Open the Unclaimed Profile(s).
  3. Identify all details you'd want to preserve from the Unclaimed Profile. Most notable ones are often the Employer Notes, Employer Attachments, eSigns, and Engagements. But make sure to download or copy any and all documents you wish to retain a copy of, if you don't already have existing copies. If you're unsure on how to do this, we go over this in more detail here.
  4. Once you've gotten all details you want preserved, identify the Primary Contact for the Unclaimed Profile. You can access this by clicking on the Change Primary Contact option near the top of the page to see who it currently belongs to.  You can quickly also see this from the previous List page.
  5. Recruiters may have complications when they both may have been assigned to a particular Candidate, it's important to loop them into the communication that you're about to remove a Profile so that they may identify who should be the Primary Contact for the Claimed Profile moving forward.
  6. Upload any/all necessary details you retrieved from Step #3 above into the Claimed Profile. 
  7. Open the Unclaimed Profile, and finally, delete/remove it from your Talent List.

If the steps involved above were properly followed:

  • You should've removed all duplicate Profiles for this particular Talent
  • You will have retained all important information on the Claimed Profile
  • You will be able to communicate with the Talent through one Profile
  • You gave your Agency users notice of potential changing of Primary Contacts

Resolving Duplicates: Claimed vs. Claimed

Resolving Duplications might not always be clear. When you see two Claimed Profiles for the candidate, it's important to identify which one you should keep, and not just the one that you'd like to keep. The goal is to make sure to keep the one that the Talent can access and use.

At this time, to best identify which one to keep for the Talent, is to verify their Contact information:

  • If their Contact Information is different, keep the one you've been successfully able to call/email them on. The Kamana Messenger does not count as a valid form of communication for this.
  • If their Contact Information is different, but you've been able to establish communication on both, ask the Talent which one they would like to keep.
  • If their Contact Information is the same, send us an email at support@kamana.com and we will do our best to dig into the correct one for the Candidate for you.

Once you've identified which profile is keep and discard, follow these steps:

  1. Open the Desired Profile. Add a quick Employer note at the top right to indicate this is the one to keep, so that there won't be any mixups.
  2. Open the Undesired Profile(s).
  3. Identify all details you'd want to preserve from the Undesired Profile(s). Most notable ones are often the Employer Notes, Employer Attachments, eSigns, and Engagements. But make sure to download or copy any and all documents you wish to retain a copy of, if you don't already have existing copies. If you're unsure on how to do this, we go over this in more detail here.
  4. Once you've gotten all details you want preserved, identify the Primary Contact for the Undesired. You can access this by clicking on the Change Primary Contact option near the top of the page to see who it currently belongs to.  You can quickly also see this from the previous List page.
  5. Recruiters may have complications when they both may have been assigned to a particular Candidate, it's important to loop them into the communication that you're about to remove a Profile so that they may identify who should be the Primary Contact for the Claimed Profile moving forward.
  6. Upload any/all necessary details you retrieved from Step #3 above into the Desired Profile. 
  7. Open the Undesired Profile(s), and finally, delete/remove it from your Talent List.
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