Merging Duplicate User Accounts in Experiential Learning Cloud

Why fix duplicate accounts?  
A: Multiple accounts for one person cause confusion, split documents/associations, and complicate routing, communications, and reporting.

Before you start  
- Always keep the registered account if one is registered.  
- Work with the user to confirm preferred username/email.  
- Open both user records side‑by‑side in Program Management → Staff & Students.

Step‑by‑step merge process
1. Locate both accounts
   - Program Management → Staff & Students → search for the user → expand both records (click [+]).

2. Choose which account to keep
   - Prefer the account with more documents, supervision rules, and associations, or the registered account.

3. Mark the account to be inactivated
   - Prefix First Name (and optionally Username/email) with “Inactive-” on the record you will inactivate to avoid confusion.

4. Consolidate Details
   - Copy/update First Name, Last Name, Number (delete from inactive first if needed), Username, and Email into the kept account as agreed with the user.

5. Merge associations
   Programs: add any programs present in the inactive account to the kept record.
   Sites: add all site associations with matching start/end dates.
   Groups/Classes: add memberships (classes, reviewer groups, cohorts).
   Roles & Tags: ensure all roles and tags from both accounts are present on the kept account.
   Qualifications: copy any qualifications to the kept account.

6. Recreate supervision rules
   Recreate any supervision rules from the inactive account on the kept account with identical start/end dates.

7. Refile documents
   For each document on the inactive account:
     a. Open the document → click the (i) info icon.  
     b. Click the blue link next to “About” and select the kept user record.  

• This moves the document into the correct account.

8. Verify everything
   Review all tabs (Details, Sites, Groups, Supervision Rules, Documents, Roles, Qualifications) to confirm completeness.

9. Inactivate the redundant account
   On the record marked “Inactive-”, toggle Active → Inactive at the bottom of the user record.
   Note: Inactive accounts are hidden by default and cannot be used to log in.

Post‑merge tips
If a unique ID/number prevented merging, delete or change it on the inactive account before transferring.

• Notify the user once merge is complete and confirm their login works as expected.
• If unsure about complex supervision/document relationships, contact Lumivero Support for assistance.

Important
Merging is manual; plan time to copy each tab carefully.  
Users cannot log into inactive accounts.  
To view an inactive account after inactivation, clear the Active filter in the Users table.