Updates to Duplicate Check in Worker Onboarding

Customer Support Documentation: Worker Registration Duplicate Check Enhancement

Overview

This feature improves the worker registration process by implementing platform-wide duplicate checking and clearer field requirements. Previously, duplicate checks were limited to a single project, which could result in the same person being registered multiple times across different projects. The enhanced system now checks for duplicates across the entire platform and provides better guidance on required fields.

Key Concepts

What this feature does:

Checks for duplicate workers across the entire platform, not just within a single project
Clearly indicates which fields are required and which are optional during registration
Requires at least one additional identifier beyond name (email, phone number, or date of birth)
Uses intelligent matching logic to identify exact matches and potential matches
Guides users to either log in to their existing account or confirm they're creating a new profile

What has changed from before:

Duplicate checking now occurs platform-wide instead of project-only
UI now properly displays required vs optional field indicators
At least one identifier (email, phone, or DOB) is now mandatory in addition to name fields
More sophisticated matching logic to catch duplicates while reducing false positives

Registration Fields

The worker registration form includes five fields:

First Name - Always required
Last Name - Always required
Email - Required or optional based on project setup
Phone Number - Required or optional based on project setup
Date of Birth - Always optional

Important Rule: Regardless of individual field requirements, users must enter at least one additional identifier beyond First Name and Last Name. This means they must provide at least one of the following: email, phone number, or date of birth.

How the Duplicate Check Works

Step 1: User Enters Information

User fills out the registration form with required fields
System validates that at least one identifier (email, phone, or DOB) is provided in addition to name

Step 2: System Checks for Matches

System searches the entire platform (not just the selected project) for potential matches
System applies matching logic based on the combination of fields entered

Step 3: System Responds Based on Match Type The system categorizes matches into two types: exact matches and potential matches.

Match Logic

Exact Matches

These combinations result in the system treating the entry as an existing account and redirecting to the login screen:

Single-field exact matches:

Email match
Phone number match

Two-field exact matches:

First Name + email
First Name + phone number
Last Name + email
Last Name + phone number
DOB + email
DOB + phone number

Three-field exact matches:

Any three-field combination containing an exact match for email or phone number, regardless of other field values

When an exact match is detected: The system redirects the user to the login screen, indicating that an account already exists with this information.

Potential Matches

These combinations result in the system presenting potential matches for user review:

Two-field potential matches (not containing email or phone):

First Name + Last Name
First Name + DOB
Last Name + DOB

Three-field potential matches (not containing email or phone):

First Name + Last Name + DOB

When a potential match is detected: The system presents the potential matches to the user and asks them to select if any of these profiles are their existing account. If none match, the user can proceed with creating a new profile.

User Experience Flow

No Matches Found

User completes registration normally
Worker profile is created for the selected project

Exact Match Found

System identifies an exact match based on email or phone number
User is automatically redirected to the login screen
Message indicates an account already exists with this information
User should log in with their existing credentials

Potential Matches Found

System identifies potential matches based on name and/or DOB combinations
System displays a pop-up with a list of potential matching profiles
User reviews the potential matches
User selects one of three options:
- Select the matching profile - redirects to the login page
- "Proceed as new worker" - creates new registration
- Cancel - closes the pop-up and returns to the registration form

Important Rules & Behaviors

Platform-Wide Duplicate Check

The system now checks for duplicates across the entire platform, not just within the selected project
This prevents the same person from being registered multiple times under different projects
If a worker already exists in the system, they should be linked to additional projects rather than creating duplicate profiles

Required Field Logic

First Name: Always required
Last Name: Always required
At least one identifier: User must provide email, phone number, or DOB (at minimum one of these three)
Project-specific requirements: Email and phone may be required or optional based on individual project settings

UI Indicators

The UI clearly shows which fields are required with proper visual indicators
Fields marked as required must be completed before submission
Optional fields are clearly labeled as such

Troubleshooting Common Issues

"I'm trying to register a worker but the system says an account exists"

This means an exact match was found based on email or phone number
The worker should log in with their existing account instead of creating a new one
If the worker doesn't remember their login credentials, they should use the password reset feature
If you believe this is an error, contact support to investigate the duplicate record

"The system is showing potential matches but none are the same person"

Review the potential matches carefully to ensure they're truly different people
If confirmed they're different, select "Proceed as new worker" to continue with registration
The system uses name and DOB combinations for potential matches, so some false positives may occur

"I can't submit the form even though I filled in First Name and Last Name"

The system now requires at least one additional identifier beyond name
User must enter email, phone number, or date of birth (at minimum one of these)
Check which fields are marked as required based on the project setup

"A worker exists in another project but I need to add them to my project"

If an exact or potential match is found and confirmed, the worker should log in with their existing account
Once logged in, they can be added to additional projects
Do not create a duplicate registration - use the existing profile

"I entered an email/phone and it's redirecting to login but the worker says they don't have an account"

This indicates an account already exists with that email or phone number
The worker may have forgotten they registered previously
Use the password reset feature to help them regain access
Check with the worker if they may have registered under a different project or company

"The potential match looks similar but I'm not sure if it's the same person"

Compare the information carefully (name spelling, DOB if available)
When in doubt, reach out to the worker directly to confirm
If it's the same person, select the matching profile (this will redirect to login)
If uncertain and unable to verify, you may select "Proceed as new worker," but duplicates may need to be merged later

"I selected a matching profile from the potential matches list"

The system redirects to the login page
The worker should log in with their existing account credentials
Once logged in, they can be added to the additional project
If they don't remember their credentials, use the password reset feature

"I accidentally selected 'Proceed as new worker' when I should have selected the matching profile"

Contact support to merge the duplicate profiles
Provide both profile details for investigation
Duplicate profiles can be consolidated by FCA Admins or Super Admins

"I clicked cancel on the potential matches pop-up"

This closes the pop-up and returns you to the registration form
The form data you entered remains intact
You can modify the information if needed and resubmit
The duplicate check will run again when you resubmit

"The potential matches pop-up keeps appearing with the same matches"

This happens when you cancel the pop-up and resubmit with the same information
If the matches are not the same person, select "Proceed as new worker" to complete registration
If one of the matches is correct, select that profile to redirect to login
You can also modify the registration information (such as adding email or phone) to provide more specific data

Best Practices for Support

Avoiding Duplicates

Always encourage workers to log in with existing accounts rather than registering again
When helping with registration issues, first check if an account already exists
Educate workers that one account can be used across multiple projects
When potential matches appear, take time to verify before selecting "Proceed as new worker"

Handling Match Disputes

If a worker insists they don't have an existing account but the system shows a match, investigate the matched profile
Check audit logs to see when and how the matched profile was created
Verify email and phone number ownership with the worker

Data Quality

Encourage complete and accurate information during registration
Remind users that providing email or phone helps prevent duplicate accounts
Date of birth is optional but helpful for distinguishing between people with similar names

Quick Reference for Support

Duplicate check scope? Platform-wide across all projects

Required fields? First Name, Last Name, and at least one identifier (email, phone, or DOB)

What triggers an exact match? Email match, phone match, or combinations with email/phone

What happens with exact match? User is redirected to login screen

What triggers a potential match? Name and/or DOB combinations without email or phone

What happens with potential match? User is shown a pop-up with potential matches and three options: select matching profile (redirects to login), proceed as new worker, or cancel (closes pop-up)

Can a worker have multiple accounts? No, system prevents duplicates through matching logic

Where are required fields indicated? In the UI with proper visual indicators per style guide

Can I override a duplicate match? No, contact support if you believe a match is incorrect

What if worker forgot their login? Use password reset feature for existing accounts

What are the options when potential matches appear? Select matching profile (redirects to login), "Proceed as new worker", or Cancel (closes pop-up)

What happens if I cancel the potential matches pop-up? Pop-up closes and you return to the registration form with your data intact