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Merging and converting users between People Types
Who is this article for?Users who want to learn how merge or convert users between People Types.
No elevated permissions are required.
This article explains how to merge duplicate user accounts and convert users between different people types Lucidity HR. Follow the steps below to consolidate records and update employee roles while maintaining data integrity.
1. Merge users
Video: Merge People
In some cases, duplicate accounts are accidentally created. The merge users feature allows for the merging of these accounts.
To merge users, from the People menu:
- Click Show Filters (can be done from the All page menu or specific Person Type page).
- Locate the primary user whose account needs to be retained by entering their name in the Search field. This account will retain the HR details and access permissions associated with it.
- Click Filter.
- Click Actions on the far right.
- Click Merge User.
- Using the wizard that opens, click Add.
- Select the secondary user(s) whose account needs to be merged. These accounts will be archived and all records (Competency records, action items, etc.) moved to the primary record.
- Click Next.
- Review the changes listed.
- Click Merge to merge the accounts (may take a few minutes).
- The primary user will retain all records, needs, etc.
- The secondary user(s) will be archived and can still be accessed from the archived users menu.
- Click Return to List to return to the People page.
1.1. Duplicate records
If both user accounts had been used to create records in another module of Lucidity Software, duplicate records may now exist for the primary user.
For example, if both the primary user and the secondary user had a completed record for First Aid in Lucidity Competency, post the merge of these 2 accounts, the primary user will now have 2 records for First Aid - one that was on their account initially and a new one merged from the secondary user's account. Therefore, some clean-up of duplicate records may be required.
1.2. Undoing merged users
This process cannot be undone so it is important to confirm the accounts do in fact belong to the same user before proceeding.
If a merge of accounts is completed incorrectly, the secondary account can be unarchived. However all associated needs, records, incidents, forms etc will need to be manually placed back on the account.
2. Convert users between People Types
Users can be converted between the different people types - employee, casual and subcontractor. For example, a subcontractor may be hired as an employee and therefore their person type needs to change.
To convert users to a different person type, from the People menu:
- Click Show Filters. This can be actioned from the All page or from a specific Person Type page.
- Locate the individual by entering their name in the search field.
- Click Filter.
- Click Actions on the far right.
- Click Convert.
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Select the relevant person type the individual needs to be converted to
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Click Save.
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The user will now appear on the relevant person type page as well as the All page.