Merge Duplicate Candidate Profiles

Overview

Candidates can enter Trakstar Hire through multiple channels, including applications, resume uploads, sourcing, referrals, and manual profile creation. As a result, duplicate candidate profiles can occasionally be created.

The Candidate Merge feature allows you to combine two or more duplicate profiles into a single candidate record, helping keep candidate information organized while preserving historical data.

Identify Duplicate Candidates

Candidate profiles that have been identified as potential duplicates display a duplicate indicator (shown as a double red plus icon).

You can review potential duplicates in either of the following locations:

Directly from a candidate's profile by clicking the duplicate indicator.
From the Candidates page, where duplicate candidates are also identified.

Merge Duplicate Profiles

To merge duplicate candidate profiles:

Open the duplicate candidate panel from the candidate profile,

Or the Candidates page.
Select the checkbox next to each profile you want to merge.
- You can merge more than two profiles at the same time.
Click Merge Profiles.
Select the primary profile (and the source if available) that will remain after the merge.
Click Merge profiles again.
Confirm the merge.

Important: Merging candidate profiles cannot be undone. Verify that you have selected the correct primary profile before confirming the merge.

What Happens After a Merge?

After the merge is complete:

The selected primary profile becomes the active candidate record.
Information from the selected duplicate profiles is consolidated into the primary profile.
The merged profiles remain available in read-only mode for historical reference.

View Previously Merged Profiles

Merged candidate profiles remain accessible after the merge.

To view them:

Open the primary candidate profile.
Click the merged icon next to the candidate's name.
Review the list of merged profiles.
Select View Profile to open a merged profile in read-only mode.

When viewing a merged profile, a banner indicates that the profile is read-only and can no longer be edited independently.

Permission Requirements

You can only merge candidate profiles that you have permission to access.

For example, users with limited permissions—such as:

Recruitment Managers
Recruiters
Hiring Team Members
Team Members

may see that duplicate profiles exist but be unable to open or merge profiles associated with openings they cannot access.

If a duplicate profile belongs to an opening outside of your permissions, the profile will appear in the duplicate list but will not be clickable, and the opening name will not be displayed.

To merge those profiles, you must first be granted access to the candidate by the coordinator or administrator for the other opening.

Best Practices

Before merging candidate profiles:

Verify that the selected profiles belong to the same individual.
Carefully choose the correct primary profile, since the merge cannot be reversed.
Confirm that you have access to all profiles you intend to merge.