Duplicate Child Records

Overview of how existence checks are managed

EnrolNow One has inbuilt functionality to reduce the change of a duplicate child record being created. These include: 

1. Dupe Check: A duplicate check based on Child's Full Name, Child's Date of Birth and a match with one of either (a) Parent 1's email address or (b) Parent 2's email address or (c) Parent 1's phone number or (d) Parent 2's phone number. If a registration is received for a child that matches on these criteria then the original child record with be UPDATED, rather than a new child record being created
2. Validation Emails: by sending validation emails to known child (for example, inviting them to register for care in the following year), we are able to directly (via the system generated child ID) match the response to the same child. This ensures that even if there is not a direct match between the Child Name, Primary Email address and Child's Date of Birth in a subsequent submission, there will still continue to be one record of the child. 

What to do if Duplicate children are created

Where a duplicate child (eg. as a result of a different name or email being used for a subsequent form submission) we recommend the following course of action: 

• Update the original child record to reflect the registration submitted by the family. eg. a new registration was received for Next Year in 4 Year Old Kindergarten for Kinder A, which created a new child). 
  • Go to the child record associated with the originally created child
  • Select the Quick Action button "Change or Defer Waitlist" 
  • Complete the form selecting the registration details submitted for next year and Submit
• Update the newly created (dupe) child to reflect a status of Care No Longer required
  • Go to the child record associated with the newly created (dupe) child
  • Select the Quick Action button "Next Year Care no longer required"
  • Complete the form with a cancellation reason (eg. dupe child) and submit
  • You may also want to change the name of this child to append the word DUPLICATE for ease when you search in the future