Review duplicate and incorrect records
Identify the right record, correct its details and check connected work.
Checked on 29 October 2026
Overview
Similar names are a reason to investigate. Compare identifiers and attached records before deciding whether two entries refer to the same learner or person.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Settings usually require owner, co-owner, administrator or school-leadership access; finance and staff-credit actions have their own permissions. Confirm the specific action with the school lead.
Before you start
Confirm the workspace, academic year, school curriculum and your responsibility for this change. Have the approved school records available and review existing settings before entering replacements.
Keep the school register and reliable identifiers available. Confirm who may correct the record and whether class placement or account access also needs attention.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Record identity and corrected values | Required in this form | Match the saved record with the admission number or other reliable school identifier. Check class and year as well as name; similar names alone do not establish a duplicate. | The current template and checked source records for this import or export. |
| Class and class name | Check before continuing | Choose the correct year’s class. Its edit form requires Name. Creating a class requires a curriculum level; changing a name does not move learners to a new level. | Existing school users, supported roles and current allocations. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Years and terms | The school’s existing academic-year catalogue and term-date records. | Select the year before checking terms and classes. | Clear filters and confirm that the year exists; ask the administrator to check setup. |
| Classes, levels and subjects | School curriculum, academic year, active classes and teacher allocations. | Create the class and allocate its subject before downstream planning. | Check archived classes, year and curriculum; restore or correct setup through the appropriate task. |
Desktop walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Search the relevant school list and clear restrictive filters. Compare year, class, admission number and other approved identifiers.
- Open each candidate and check linked attendance, assessment, family and teaching records as appropriate. Identify the record that should remain in use.
- Use the supported edit form to correct the confirmed record. For learners, check required name, gender and class; use the separate transfer route for a placement change.
- Save and reopen the corrected record. Do not remove a duplicate before the school has checked its linked records and agreed the supported correction path.
- If no supported merge or correction action is available, contact support with record identifiers through the school’s approved channel. Recheck dependent lists after resolution.
Mobile walkthrough
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓On a phone, open the school menu and the feature named in the steps. Open one record or panel at a time. Scroll inside drawers and close the keyboard to reach the lower fields and final action.
Choose prerequisite fields first and check any defaults after changing school, year, class or curriculum. For wide grids and large imports, use landscape or a larger screen; the written instructions remain available.
After an authorised save, wait for confirmation and reopen the record. If a request may have completed, inspect the saved state before trying again.
Save and verify
The school can identify the correct record and its links remain consistent. A renamed entry is not evidence that duplicate histories were merged.
Troubleshooting
An option or feature is missing
Check school, year, role, curriculum and enabled modules. Clear search filters and wait for loading. Resolve the preceding setup item first; ask the administrator to check access if the choice remains unavailable.
Two records each contain valid history
Keep both unchanged while the authorised administrator and support review the links. Do not recreate the learner or assume a delete action will merge histories.
A change did not save
Read the named validation error and correct that field. Check whether any part of the request succeeded before retrying. Keep the original source record available until the saved version has been checked.
