Skip to content
English
Need more support? Contact us!
Love Welbi? Refer a community & earn up to $525!
  • There are no suggestions because the search field is empty.

Merging Duplicate Residents in Welbi 

Sometimes the same resident may appear more than once in Welbi. This can happen when a resident is added manually and later synced from another system, or when small differences (such as spelling changes) exist between records. Welbi includes a Merge Residents tool to help you combine duplicate profiles into a single resident record.

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.

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.

Screenshot 2026-02-09 at 2.11.09 PM

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.

Screenshot 2026-02-09 at 2.20.21 PM

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.

Screenshot 2026-02-09 at 2.21.05 PM

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