Identify and Manage Duplicate Applications in Lettings

This article explains how to identify and manage duplicate applications within the Lettings system.   

TABLE OF CONTENTS

• Finding Duplicate Applications
• Linking Duplicate Applications
• Removing Duplicate Applications

Finding Duplicate Applications

You can use the built-in duplicate search function to quickly check if an application already exists in the system. 

1. Navigate to the relevant record in Lettings.

2. Click the Search for clients that match this one button.

3. The system will automatically search for potential matches.

Note: You can also run a manual search if you believe a duplicate exists but it does not appear automatically.

Linking Duplicate Applications

Once potential duplicates are identified, you can choose how to manage them. 

1. Review the list of matched applications.

2. You can search a particular name.

3. Select the application you want to link to.

4. Click Link.

Did you know: Linking duplicates keeps the system tidy and ensures applicants are not considered more than once in the process.

For guidance on how to unlink records, click here.

Removing Duplicate Applications

In some cases, you may need to remove an application instead of linking it. Each customer may have their own internal policy on how to do this, so check yours first. 

1. Open the application record.

2. Follow your organisation’s agreed process to remove or mark the application as inactive.

Note: The exact removal method may vary depending on your internal procedures. If unsure, please check with your manager.