If you have multiple entries for the same agent in your Spectora account, you can easily merge them to keep your contacts organized and avoid duplicates. Follow these steps to merge agent contacts.
More of a visual person? Check out our walkthrough video below!
Finding the Duplicates Made Easy
In this section, we'll show you how to find duplicate agent contacts.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click on your name in the top right corner
Click "Reporting" in the dropdown menu
Click "Agent Reports"
Click the dropdown menu below 'Report' to choose which report you want to run
Select "Duplicated Agents" in the dropdown menu
Click the dropdown menu below 'Criteria'
Select your search criteria in the dropdown menu
Click "Run Report"
Your duplicate agents will be shown below with the number of matched records to the right
Resolving Duplicate Agent Records
In this section, we'll show you how to resolve duplicate agent contacts by merging them into one contact.
 💡 Quick tip: Click on the video above to expand it in another window. |
Once you've pulled a duplicate agent report, you'll see them listed with the number of recorded contacts
Click "Resolve" to the right of the duplicate agent name
Check the box above each record you want to include in the contact merge
Once you've selected all of the contacts you want to be included in the merge, select which one will be the master record
This is usually the contact with the correct email address for the agent
Confirm the correct information is selected for each row
You can select from any column to make sure all important contact info is included in the merge
The information that will be included in the merge & added to the master record will show on the right
Once you've verified all of the information is correct, click "Merge Records"
All Done
That's it! Now you can quickly identify duplicate records in your Agent contact list and easily choose which info is right for the merged record.
If you need to transfer past inspections to a new email address, you can do so by merging duplicate contacts. Here’s how:
Navigate to the Agent Contacts tab and search for the agent by name.
Click the downward arrow next to the old contact and select Transfer.
Enter the new email address in the search box.
Select the agent’s name from the dropdown menu.
Click Transfer All Inspections to move all past inspections to the updated contact entry.
Important Notes:
Data Retention: Merging contacts will combine all associated data, such as email addresses, phone numbers and transaction history, under the primary agent.
Cannot Undo: This action is irreversible. Make sure you review the details carefully before merging.
Only One of Each Data Point: The duplicate agent/merge feature does not allow you to select more than one email, more than one phone number, more than one address etc. to "keep" when you merge contacts together. You can only keep one of each data point.
If you have more than one email address, phone number, address, etc. for the agent and you NEED their contact to retain that information, the only way you can do this is by manually adding those details to the contact after the merge is completed.
This information can be added to the "notes" for the contact or entered as a "CC email" in the contact's email settings..
By merging agent contacts, you can maintain a clean, organized contact list and prevent duplicate entries.
Frequently Asked Questions:
Why is the "merge agents" button disabled or grayed out when attempting to merge agent contacts?
If the merge option appears inactive, please ensure that the agent has an email address associated with one of the profiles. If there is no email address, you can add one to the records on the contact page, which will enable you to merge under that specific record.- What happens if both profiles still appear after merging?
If both profiles still appear in your Agent Contacts after merging, it indicates the merge may not have completed successfully. Ensure all relevant information is transferred to the desired profile, and delete the extra profile if it has no associated inspection data.
How do I update an agent contact's email address?
Open the Contacts tab.
Locate the agent and click the arrow button next to their name.
Select Edit.
Update the Email field with the new address.
Click Save.
How do I transfer inspection data to a new email address?
Navigate to the Agent Contacts tab and search for the agent by name.
Click the downward arrow next to the old contact and select Transfer.
Enter the new email address in the search box.
Select the agent’s name from the dropdown menu.
Click Transfer All Inspections to move all past inspections to the updated contact entry.
Can I use a different point of contact email?
Yes, you can change the point of contact to the company email, ensuring that the company email is used while inspectors focus solely on inspections and report handling.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
