Merging duplicate Gem profiles

Audience

External

Displayed Description

Page Type

Article

Overview

If you come across duplicate Gem profiles for the same candidate, you can merge them together so that the candidate’s data is combined into a single profile.

Requirements

The top of the Gem sidebar will surface the option to resolve duplicates if all of the following criteria are met on their profiles:

The candidate’s First Name and Last Name fields match (not case-sensitive)
The candidate is not in an active sequence on any profile
The Primary Email Address on one of the profiles also appears in the Emails list for the other profiles

Merging Profiles

When these conditions are met, the following notification will appear at the top of the Gem sidebar while viewing any of the profiles:

Clicking Resolve will take you to a page where the profiles are listed. You can pick and choose which candidate data fields will be saved to the final merged profile. When you are finished, click Save.

Limitations

Merging profiles can only be performed one candidate at a time
Potential duplicate profiles are not surfaced as a list in Gem (you will need to come across a duplicate profile to see the option to resolve and merge them)
First Name, Last Name, and Primary Email are the only fields that trigger the duplicate profile merging prompt
You cannot merge profiles if any of the candidate’s profiles are in an active sequence

For Gem ATS customers:

Gem will automatically merge applications that share LinkedIn profile URLs to ensure your team can properly evaluate an applicant in the context of all open roles they may have applied to. The candidate name, email address, and LinkedIn profile URL from their first application will remain, and updated answers to application questions or EEOC forms will be updated to the answers associated with the most recent application. Any information associated with a referral question that an internal referrer completed and all attachments from both applications will be retained.

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.

Overview
Requirements
Merging Profiles
Limitations
For Gem ATS customers:

Requirements

The top of the Gem sidebar will surface the option to resolve duplicates if all of the following criteria are met on their profiles:

The candidate’s First Name and Last Name fields match (not case-sensitive)

The candidate is not in an active sequence on any profile

The Primary Email Address on one of the profiles also appears in the Emails list for the other profiles

Merging Profiles

When these conditions are met, the following notification will appear at the top of the Gem sidebar while viewing any of the profiles:

Limitations

Merging profiles can only be performed one candidate at a time

Potential duplicate profiles are not surfaced as a list in Gem (you will need to come across a duplicate profile to see the option to resolve and merge them)

First Name, Last Name, and Primary Email are the only fields that trigger the duplicate profile merging prompt

You cannot merge profiles if any of the candidate’s profiles are in an active sequence

For Gem ATS customers:

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.