Kiddo Help — For centers

How to merge duplicate child profiles

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Chris

Last updated on Aug 8, 2026

Summary

When the same child appears twice on your waitlist, merge the two child profiles into one. You pick a Primary Profile, confirm the merge, and Kiddo consolidates applications, notes, documents, and activity onto the primary. Merge is irreversible and available only to center staff — not parents.

Before you start

  • You need staff access to Waitlist.
  • Merge works from Wait List, Offers, or Enrolled when you select exactly two children. It is not available from the Archive tab.
  • Decide which profile should be primary — Kiddo keeps that profile after the merge. Prefer the record with the correct name and birthdate and the more complete documents, payments, and notes.
  • On Kiddo’s Free plan, Duplicate Suggestions is unavailable. You can still merge manually from the waitlist.
  • Confirm Merge cannot be undone in-product. Review both profiles carefully first.

Steps

Merge from the waitlist

  1. Open Waitlist and go to Wait List (or Offers / Enrolled).
  2. Select exactly two children who are the same child.
  3. Choose Merge from the bulk actions.
  4. On Merge Profiles, review Primary Profile (kept) and Profile to Merge into Primary.
  5. Optional: select Set as Primary on the secondary panel to swap which profile is kept.
  6. Compare details, activity, payment, and documents. Conflicting values on the secondary profile will be lost.
  7. Select Confirm Merge.

Kiddo may take a few seconds to finish consolidating data.

Merge from Duplicate Suggestions

  1. On Wait List, open the Duplicate Suggestion(s) link when Kiddo has found possible matches.
  2. On Duplicate Suggestions, expand a family group.
  3. Select exactly one possible duplicate row under the primary child.
  4. Choose Merge.
  5. Complete the same Merge Profiles review and Confirm Merge steps above.

Use Ignore only when the pair is not a duplicate (and archive leftover duplicate children first if the modal asks). Use Archive on a suggestion to clear it from your active review list without merging.

What happens next

  • The primary profile stays on your waitlist and keeps its history.
  • The secondary profile leaves your active waitlist. Related applications, notes, documents, and activity move onto the primary where possible.
  • If both profiles already had an application at this center, you will not keep two separate waitlist rows for that child after the merge.
  • Families continue with the kept child profile for their waitlist application and history.
  • If you still have more than two copies of the same child, merge again pairwise until one profile remains.

How Kiddo helps prevent duplicates

Kiddo does not block every new signup based on similar names alone. It reduces duplicates with reuse rules, import checks, and staff review:

  1. Returning parents reuse children — When a parent is signed in, Kiddo loads their existing children so a new waitlist submit updates the same child instead of creating another profile.
  2. One application per child per center — Re-applying updates or reactivates the existing application when allowed. Kiddo blocks a second application when the child already has an active offer or is enrolled.
  3. CSV import checks — Import flags rows that match an existing child (same name and birthdate) already on that center’s waitlist. You can skip those rows or update existing applications (Potential Duplicates Found).
  4. Duplicate Suggestions — Kiddo looks for likely duplicates (similar names, birthdates, and shared guardian details) and lists them for your team to merge, ignore, or archive. Suggestions are not an automatic merge.
  5. Parent account phone reuse — If a phone number matches an existing parent account, Kiddo can offer reusing that account so parallel family trees (and duplicate children) are less likely.

Common questions

Can I merge more than two profiles at once?

No. Select exactly two profiles per merge. Repeat pairwise if you have three or more duplicates.

Can parents merge child profiles?

No. Only center staff can merge child profiles. Parents do not have a merge action in Kiddo.

What if both profiles already have an application at my center?

Confirm merge anyway after choosing the right primary. Kiddo consolidates onto the primary; you will not keep two active applications for that same child at your center.

I am on Free and do not see Duplicate Suggestions

That is expected on Free. Use Wait List → select two children → Merge.

Can I undo a merge?

No. Merges cannot be undone in Kiddo. If you merged the wrong pair, Kiddo support can help review what happened — they cannot reverse the merge in-product.

What is the difference between Merge, Ignore, and Archive on Duplicate Suggestions?

  • Merge combines the two profiles after you confirm on Merge Profiles.
  • Ignore hides a suggestion that is not a real duplicate.
  • Archive removes a suggestion from your active review list without merging the children.

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