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      How to Prevent Duplicate Student Records in AfterSchool HQ

      This article is for providers who want to keep their student roster clean and avoid confusion when parents or staff create extra records.

      Why Duplicate Records Happen

      Duplicate student records are common, and they usually happen in one of these three ways:

      1. Imports: When student data is uploaded in bulk, small differences (like spelling, spaces, or different parent emails) can create a second record.

      2. Parents creating new accounts: Parents may forget their login and create a brand-new account. If the email or phone number doesn’t match exactly, the system thinks it’s a new student.

      3. Staff manually adding students: If staff don’t search before adding, they may accidentally create a duplicate record.

      Step 1: Check for Duplicates

      1. Go to your Students tab in your activity.

      2. Look for students who appear more than once.

      3. Compare details like name, grade level, and parent email.

      4. Decide which record is the most accurate (for example, the one tied to payments or correct attendance).

      Step 2: Merge or Remove Extra Records

      1. If you find duplicates, don’t delete them yourself.
      2. Email our support team at support@afterschoolhq.com or start a chat inside AfterSchool HQ.
      3. Our team will safely merge or remove duplicates so you don’t lose attendance or payment history.

      Step 3: Communicate with Families (If Needed)

      1. If two parents created separate accounts, decide which email will stay active.

      2. Let both parents know which login should be used moving forward.

      How to Prevent Duplicates in the Future

      When importing students:

      1. Double-check spelling, capitalization, and parent emails before uploading.

      2. Make sure each child only appears once in your import file.

      When parents are registering:

      1. Remind families to log in with the email already on file.

      2. Share this link if they forgot their password: Reset Password.

      When staff are adding students manually:

      1. Always search for the student’s name before creating a new record.

      When reviewing your data:

      1. Scan your roster regularly.

      2. Report duplicates early to prevent bigger issues later.

      💡If you have any questions or experience any technical difficulties with student records, don’t hesitate to get in touch with our support team at support@afterschoolhq.com