---
title: "Duplicate Entry Check for Person Applications"
slug: "duplicate-entry-check-for-person-applications"
updated: 2026-07-01T11:45:46Z
published: 2026-07-01T11:45:46Z
canonical: "zenoplesupport.aqore.com/duplicate-entry-check-for-person-applications"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://zenoplesupport.aqore.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Duplicate Entry Check for Person Applications

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:

1. **Duplicate Entry Check Sections** — Select the areas of Zenople where duplicate record checks should be performed.
2. **Duplicate Entry Check Combination** — Select the fields to use for duplicate matching when only a limited Social Security Number (SSN) is 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 performs an exact SSN match and also checks for duplicate records using the default criteria: **First Name, Last Name, Email, or Phone**.

When the SSN is hidden or not provided, the system skips both the SSN match and the configured combination check, then defaults to checking for duplicate records using **First Name, Last Name, Email, or Phone**.

#### How It Works

When a person is being added in one of the configured sections, the system checks for an existing record before saving:

1. **Full SSN available** → The system performs an exact SSN match and skips the combination check.
2. **Limited SSN available** → The system uses the combination selected in **Setting 2** to check for an existing record.
3. **SSN is Hidden →** The system skips the combination check.

If a duplicate is found, the record is **not saved** and the following message is shown:

1. Applicant Registration:  *"**Your Profile already exists in zenople with the mentioned "#Combination". Please contact #Office at #Phone.****"***
2. *Applicant Information Task: **"***Your Profile already exists in zenople with the mentioned "#Combination". Please contact #Office at #Phone.*** "***
3. *Manual Entry ATS/NHO/EIS:* **"Existing user found with the same information with the mentioned "#Combination", PersonId: #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, limited SSN and email as an existing record. Before the record is saved, the system alerts the recruiter:

"Existing user found with the same information with the mentioned "#Combination", PersonId: 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