Zenople now includes a configurable Duplicate Entry Check that automatically detects when a person being added already exists in the system. Office staff can control exactly where these checks are enforced and which matching criteria are used. This helps prevent duplicate records from being created across the applicant, new hire, and employee lifecycle.
Where to Configure It
Navigate to Office Options > Common and locate two new settings:
- Duplicate Entry Check Sections — choose which areas of Zenople should perform a duplicate check
- Duplicate Entry Check Combination — choose which fields should be used for matching when a full Social Security Number is not available
Setting 1 — Duplicate Entry Check Sections
This is a multi-select setting. Select all the areas where you want duplicate checking to be active.
Available Sections |
|---|
Personal Information form |
Applicant Information form |
Applicant Registration |
Manual Entry: ATS |
Manual Entry: NHO |
Manual Entry: EIS |
Default: Applicant Registration, Manual Entry: ATS, Manual Entry: NHO, Manual Entry: EIS are enabled by default. No action is needed if you want to keep the default behavior.
Setting 2 — Duplicate Entry Check Combination
This is a single-select setting. It defines which fields are used to detect a duplicate when a full Social Security Number is not available.
Option |
|---|
First Name + Last Name + Limited SSN + Email or Phone |
First Name + Last Name + Email or Phone + Address |
First Name + Last Name + Email or Phone |
First Name + Last Name + Limited SSN / Phone or Email / Email Only |
Default: First Name + Last Name + Email or Phone
Note: When a full SSN is available, the system always uses an exact SSN match regardless of the combination selected here. The combination setting only applies when a full SSN cannot be checked.
How It Works
When a person is being added in one of the configured sections, the system checks for an existing record before saving:
- Full SSN available → the system performs an exact SSN match
- Full SSN not available → the system uses the combination you have selected in Setting 2
If a duplicate is found, the record is not saved and the following message is shown:
- Applicant Registration: "Account already exists with the mentioned 'Combination', please contact Office Staff for further details."
- Applicant Information Task: "Account already exists with the mentioned 'Combination', please contact Office Staff for further details."
- Manual Entry ATS/NHO/EIS: "Account already exists with the mentioned 'Combination', Person ID: #ID."
Example
Your office has configured the duplicate check with:
- Sections: Applicant Registration and Manual Entry: ATS
- Combination: First Name + Last Name + Limited SSN + Email or Phone
A recruiter manually adds a new applicant in ATS with the same first name, last name, and email as an existing record. Before the record is saved, the system alerts the recruiter:
"Account already exists with the mentioned combination. Person ID: #4521"
The recruiter can then look up Person #4521 and determine whether to proceed or use the existing record.
Important Details
- The duplicate check also respects your Allow Crossover and Allow Employee Transfer settings — records in other companies that are permitted to crossover or transfer are considered during the check
- If a section is not selected in the Sections setting, no duplicate check is performed there — the behavior is the same as before this feature was introduced
- The default configuration activates checks on all manual entry points (ATS, NHO, EIS) and applicant self-registration — which covers the most common sources of duplicate records