Guide · Updated 2026-10-02
How to Handle Duplicate Worker Names on a Matrix
Duplicate rows are how renewals get entered on one line while the gate looks at another. Give every person a stable identifier, distinguish true namesakes from bad imports, and merge with evidence preserved — never by deleting the row that held the certificates.
Quick answer
Add a unique worker ID (payroll, NI fragment per your policy, or system ID). When two rows are the same person, merge dates and files into one record and archive the empty duplicate. When two people share a name, keep both IDs and show employer or date of birth fields your process allows.
Find duplicates before Monday
- Sort by surname and scan near-matches (Jim / James)
- Compare email, phone or employer fields
- Check for the same CSCS number on two rows
- Watch imports from agencies that recreate people each booking
Merge without losing evidence
- Pick the row with the best ID and history as the survivor.
- Copy newer expiries and attach all certificate files.
- Note the merge in a change log with the date.
- Deactivate the duplicate so filters stop using it.
- Tell supervisors which record is canonical.
Never “fix” a namesake collision by overwriting one person’s tickets onto another. When unsure, keep both rows and escalate.
Honest limits
FieldClear helps you hold one record per worker with evidence. It does not invent IDs for you or resolve employment identity disputes. Handle personal data under your privacy policy. Not legal advice.
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