Understanding Combining vs. Merging
Merging Duplicate Applicants
Video: Combining and Merging Leads

Understanding Merging vs. Combining

In Entrata, combining leads and merging applicants are two distinct functions performed in different scenarios.

Merge: The merge function alerts you to possible duplicate leads and applicants, and enables you to merge all redundant lead information into one correct and comprehensive Lead Profile.
- Duplicate leads usually occur when one lead fills out multiple applications with slight variances in information. For example, a man named Nicholas might have filled out one application under his full name, and another under the name Nick, causing Entrata to treat him as two separate people.
Combine: The combine function is used when two different leads want to be considered under or associated with the same application. For instance, multiple leads may apply to share a single unit at a property. Even after combining leads, each lead source can be tracked individually. To learn how to do this, see Combining Leads.
- Combining leads involves defining the relationship between them, either as co-applicants, spouses, roommates, etc. Once combined, the applicants appear together under the same Lead Profile.

Once you merge lead information, it cannot be un-merged. Verify that all lead information is correct before merging any two leads.

In Entrata, go to Leads >> All Leads.
The system highlights in red any lead with possible duplicates. Locate the red lead and click Merge Duplicates below the lead's name to open the Merge Duplicate Records window.

The Lead Profile is also highlighted with a red banner that says "This record is a duplicate and needs to be merged." From this banner, you can begin the merge process by clicking Compare Duplicate Records.
The Merge Duplicate Records window displays all contradicting lead information that has been submitted under potential duplicate leads. These discrepancies are what caused Entrata to treat the applications as having been submitted by different people.
- The Field Label column lists all information fields the lead is required to fill out on the application.

The Updated Record column is highlighted green. This column shows you what information will appear on the updated Lead Profile once you've merged all duplicates.

Any columns in between are named after the website or ILS that the lead submitted a certain set of information through (apartments.com, the property website, etc.). There are as many middle columns as there are instances of duplicate information.

Use the checkboxes next to each information item to pick and choose which lead details are correct and should remain on the final Lead Profile.

To hide lead information that is consistent across all applications, toggle the Hide Matched Fields option in the top right corner to Yes.

Verify that all information reflected in the Updated Record column is correct. Then, click Merge Records to redirect to the newly merged Lead Profile.