The Merge Duplicate Employees wizard consolidates duplicate employee records into a single primary record. Duplicate records split labor data across records, cause payroll calculation errors, and create multiple login accounts for the same employee.
The wizard launches from the employee record of the employee whose records need to be merged. The Suspected duplicate records section, which contains the Review + merge button, appears only when the system has identified duplicate candidates for that record. If the section is not visible, no duplicates have been detected.
Before starting:
This merge is reversible. The duplicate record is archived, not deleted. To undo a completed merge, open the Merge History tab on the primary employee record.
Primary record field values carry forward as-is. Conflicting field values from duplicate records are not applied to the merged result. They are retained only for unmerge purposes. Select the primary record carefully.
Leaving a candidate unchecked is permanent. Unselected candidates will not be suggested for this employee again.
Manually Merge Employees
The Employee Merge Wizard is used to manually merge duplicate employees that have not been identified by the system. Manual employee merges do not appear on the Merge History tab and cannot be undone.
Security
Users must have the following permission to merge duplicate employees:
Labor → Employees → Merge Employees
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Navigation
Open the employee record for the employee whose duplicate records need to be merged.
Select Workforce from the left navigation rail.
Expand the Employees category.
Select Employees.
Select one of the records associated with an employee who has duplicate records.
Merge Duplicate Employees
Follow these steps to merge duplicate employees:
1. Click Review + merge in the Suspected duplicate records section.
The wizard requires confirmation before closing or navigating away if the merge has not been completed or dismissed.
The Merge Duplicate Employees wizard opens.
2. In the ‘Select the primary employee’ step, review the recommended selection.
The system-recommended primary employee will be pre-selected and indicated by a ‘Recommended primary employee’ badge.
To accept the recommendation, proceed to the next step.
To select a different primary employee, click the radio button next to a different candidate.
To dismiss all suggestions without merging, click Ignore merge recommendation in the wizard footer. A confirmation dialog appears before the action completes. Dismissed candidates will not be suggested for this employee again.
3. Click Next.
The wizard advances to ‘Select duplicates to be merged’.
4. In the ‘Select duplicates to be merged’ step, select the records to merge into the primary.
Candidates left unchecked in this step will not be suggested as a match for this employee again. This is a permanent suppression, not a skip. Review all candidates before proceeding.
Merging Employees Active in R365 Payroll
Employees with associated payments cannot be merged. Those payments must be manually migrated to the primary record before submitting the merge. Contact R365 Support for assistance.
The primary employee row is checked and cannot be deselected.
Only one employee with an ‘Active in payroll’ status may be included in a merge. All other ‘Active in payroll’ rows are disabled once one is selected.
To select all eligible records at once, click Select all in the column header. Active in payroll employees are excluded from this selection.
5. Click Merge records.
The system archives duplicate records and removes them from all employee views. All historical data consolidates under the primary record, including time punches, payroll history, certifications, integration mappings, and notes. The system records the merge in the audit log.
This merge is reversible. To undo, navigate to the Merge History tab on the primary employee record.
