When checking a visitor into the building, VMS will check for any possible duplicate profiles by matching name and date of birth. The purpose is to check any existing profile that already has some of the same information as a newly checked-in visitor.
Ways to activate the duplicate profile process
The duplicate profile list appears when checking a visitor in via the web:
Webcam scan of ID
CR5400 scan
ID-150 scan
Populated list from SIS contacts
Emergency contacts for a student can be synced into VMS from their Student Information System data sync. If a visitor checking in for the first time is an emergency contact, the duplicate profile process will initiate.
The list is populated based on matching first name and last name.
Since the list is populated from the SIS, there won’t be a date of birth or picture.
Populated list from existing profiles
When checking a visitor in from any ID scan or manual entry, the duplicate profile process will initiate if there are profiles with matching information.
The list is populated based on matching first name, last name, and date of birth.
The populated list will display information for each profile:
The picture of the person
Name (first and last)
Date of birth
Any attached students
If the profile has been blocklisted
If the profile has a confirmed Sex Offender match
Selecting profiles to merge
In addition to the duplicate profile list, the profile from the ID scan will be viewable to compare it to the existing profiles.
The user can select an existing profile from the list and confirm that they want to merge it with the profile from the check-in.
Once merged, information from both profiles is combined into one profile, and the newest picture is used.
The user can also choose to use the profile from the check-in.
Activity Log
When profiles are merged, this action is viewable from the activity log.
The activity log is available in the Admin section of VMS.
It will show who did the merge action and the name of the merged visitor profile.