Merging Duplicate Residents in Welbi

When you may see this

You may be prompted to merge residents if:

A resident was added manually and then later synced from an EHR (eg. PointClickCare, MatrixCare)
A resident was added manually into Welbi twice (without an EHR)

Welbi will only suggest a merge when it detects that two residents may be the same person (they must have an identical first + last name and date of birth).

What merging residents does

When you merge two residents:

Welbi creates one combined resident profile
Information from both profiles is preserved
One profile becomes the primary record
The duplicate profile is removed from the active resident list

Important: Merging residents cannot be undone.
Please review carefully before confirming.

Please note: A user needs Welbi Admin permissions in order to access the Merge Residents Tool.

How to merge duplicate residents

Step 1: Review the residents

Go to Settings, Residents, and then select the Merge Residents tab. From there, you can select the duplicate resident(s) you would like to merge.

Please note that for residents to appear in this section, the following profile fields in both profiles must be identical:

First Name
Last Name
Date of Birth

If you are not seeing residents in the Merge Residents section and you know there are duplicates, confirm that the fields above match exactly. If they do not, update the resident profiles and return to the Merge Residents tab.

Tip: In some cases, a resident that was manually added may have an extra space at the end of their first or last name. Even though the names appear identical, the additional space prevents the system from recognizing them as duplicates.

To check for this:

Open the manually added resident's profile.
Click into the First Name and Last Name fields and check for any extra spaces at the end of the name.
Delete any trailing spaces.
Click outside the field to save the change.
Return to the Merge Residents tab and check again.

Once the extra space has been removed, the duplicate residents should appear and can be merged.

Once you select your resident, you will see the two resident profiles side by side.

Before continuing:

Confirm both profiles belong to the same individual
Review key details such as name and date of birth, level of care/home area, move in date, etc.

Step 2: Choose which profile to keep

You’ll be asked to select which profile should be kept as the main record.

We recommend choosing the profile with:

More completed profile questions
More engagement history
More accurate or up-to-date information

If some information differs between the two profiles, you’ll be able to review it before completing the merge.

Step 3: Confirm the merge

Once you confirm:

The profiles are merged into a single resident record
The action cannot be reversed

After merging, the resident will appear once in your resident list.

After the merge

Once merged:

The resident’s profile will reflect the combined information
Engagement history and attendance will remain intact
You can continue using Welbi as usual for that resident

If your community uses an external system (such as an EHR), some resident information may continue to update automatically.

If you’re not sure what to do

If you’re unsure whether two residents should be merged:

Leave them unmerged for now
Contact your Welbi support team for guidance