Merge Duplicate Donors

Over time, duplicate donor records can appear from manual entry, imports, or visitor check-ins. The Merge tool lets you combine two records into one while preserving all giving history, attendance records, and other associations.

Prerequisites

• FINANCE_ADMIN or SUPER_ADMIN role
• At least two donor records that represent the same person

Step-by-Step

1. Navigate to the Merge Tool

1. Open Steward from the header mega menu
2. Go to Donors
3. Click the Merge option (available from the page actions or toolbar)

2. Select the Source Donor (to be removed)

1. In the left search field, type the name of the donor you want to merge away (the duplicate)
2. Results appear as you type — minimum 2 characters
3. Click on the correct person to select them as the Source
4. The field updates to show their full name (e.g. “John Smith”)

3. Select the Target Donor (to keep)

1. In the right search field, type the name of the donor you want to keep (the primary record)
2. Select them from the results
3. This becomes the Target — the surviving record after the merge

4. Preview the Merge

1. Click the Preview Merge button
2. The system generates a detailed preview showing:
   • Number of transactions that will move to the target
   • Attendance records, pledges, and other associations affected
   • Any data conflicts (e.g. different email addresses)
3. Review the preview carefully before proceeding

5. Confirm and Execute the Merge

1. Click Confirm Merge
2. A confirmation dialog warns that this action is permanent
3. Click Merge to execute
4. A success message confirms the merge, e.g. “John Smith merged into Jane Smith successfully”
5. The form resets so you can perform additional merges

6. Verify the Result

1. Navigate to the target donor’s profile in Steward → Donors
2. Confirm that all giving history from both records now appears under the single profile
3. Check that the total lifetime giving reflects the combined amount

What’s Next