👤 This feature is available for the following applications:
Standalone application ✅
Consortium application❌
🔐 This feature is available for the following user/s:
Administrator ✅
Application Member ✅
Application User with “Review” ability ❌
Application User ❌
🔍 Purpose
This guide provides clear instructions on how to merge duplicate and subsidiary (child) organisation profiles into a parent entity’s profile. It also details the changes that occur within the Organisations module after the merge.
The manual is particularly helpful for users seeking to consolidate multiple organisation profiles into a unified record.
Merging of organisation profiles is required when:
Duplicate Profiles:
When an organisation has multiple profiles in the system, merging ensures there is only one consolidated record. This helps prevent duplicate invitations and ensures the organisation is only invited once per reporting period to complete assessments.
Acquisitions or Mergers:
When an organisation has been acquired by another organisation that already has an existing profile in the system.
Subsidiaries or Sub-Entities:
When an organisation has subsidiaries or sub-entities that need to be linked to a parent organisation. Merging helps maintain a single, centralised record—especially useful when managing forms and assessments across the entire organisation.
🛠️ Prerequisites
There are no prerequisites for merging organisation profiles.
📝 Step-by-Step Guide
(a) Merging a Duplicate Organisation Profile
1. Click on the Navigation menu.
2. Click on Organisations module.
3. Click on the entity profile that you want to merge into the target organisation profile that will be retained.
4. Inside the organisation profile, click on the Merge organisation icon.
5. The Merge Organisation pop-up will appear, allowing you to select a Reason (e.g., Duplicate Organisation) and search for the entity where the current organisation profile will be merged.
6. The entity name will appear in the list. Click on the organisation name to select the profile you want to merge into.
7. Confirm the action by ticking the checkbox: “I confirm that I want to merge <duplicate organisation name> into <target organisation name>.”
By selecting this option, the duplicate profile will be soft deleted and removed from the Organisations module listing. The Merge button will only be enabled once this confirmation is selected.
Important: Please exercise caution when merging organisation profiles. This action is permanent and cannot be undone. Once merged, the organisation’s forms, users, and all other associated data will be transferred to the targeted organisation’s profile.
8. Click on the Merge button to finalise the merge of profiles.
9. The Organisations module will display only the retained organisation profile, reflecting the most up-to-date data.
(b) Merging Sub-Entities into a Parent Organisation
1. Click on the Navigation menu.
2. Click on Organisations module.
3. Click on the child entity profile that you want to merge into the parent organisation profile.
4. Inside the organisation profile, click on the Merge organisation icon.
5. The Merge Organisation pop-up will appear, allowing you to select a Reason (e.g., Sub Entity) and search for the entity where the child organisation profile will be merged.
6. The entity name will appear in the list. Click on the organisation name to select the parent profile you want to merge into.
7. Confirm the action by ticking the checkbox: “I confirm that I want to merge <sub entity organisation name> into <target parent organisation name>.”
By selecting this option, the sub-entity profile will be merged, establishing a parent–child relationship in the Organisations module. The Merge button will only be enabled once this confirmation is selected.
Important: Please exercise caution when merging organisation profiles. This action is permanent and cannot be undone. Once merged, the organisation’s forms, users, and all other associated data will be transferred to the targeted organisation’s profile.
8. Click on the Merge button to finalise the merge of profiles.
9. The Organisations module will display both organisation profiles separately. However, the subsidiary entity’s profile will show a “Merged” status.
Additionally, the parent organisation’s name will appear as a hyperlink under the Parent column, adjacent to the merged status.
10. When clicking into the parent organisation profile, a new tab named Linked will appear to list all subsidiary / child entities of the organisation that have been merged into the parent entity's profile.
11. All user profiles of individual merged organisations will appear in the parent entity's users list under the Users tab.
✋ Need Help?
You have reached the end of this article.
For assistance, please contact your Customer Success Manager, email [email protected], or click the chat icon in the bottom-right corner for further support.