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Event Marketing

Event Duplicate Handling Logic
Events and Seminars Seminars and Events Types Event Registration Workflow and Confirmation Emails Publishing Events to Your Website Events Reminders Events Follow-Up Emails Event Speaker Event Cost Adding Attendees to Events Attendees Questions Integration with Mail Houses Event Invitation Email Sequence Event Duplicate Handling Logic

Event Marketing

Events and Seminars Seminars and Events Types Event Registration Workflow and Confirmation Emails Publishing Events to Your Website Events Reminders Events Follow-Up Emails Event Speaker Event Cost Adding Attendees to Events Attendees Questions Integration with Mail Houses Event Invitation Email Sequence Event Duplicate Handling Logic

Event Duplicate Handling Logic

When attendees register for your events, the system can automatically detect and prevent duplicate contacts. You can choose how duplicates are identified to best fit your needs.

What is Duplicate Handling?

Duplicate handling determines how the system identifies if a new event registration matches an existing contact in your database. This helps keep your contact list clean and prevents creating unnecessary duplicate records.

Configuration Options

Option How It Works
First name or nickname and email Recommended A duplicate is detected when the email address matches an existing contact and either the first name or nickname matches. This allows the system to recognize contacts even when they use different name variations (for example, "Robert" vs "Bob" or "Michael" vs "Mike"). It also allows family members sharing an email account to be tracked as separate contacts if they have different names.
Email only A duplicate is detected when the email address matches an existing contact, regardless of the first name or nickname. This ensures each email address is associated with only one contact record.
Default Setting: If you haven't configured this setting, the system defaults to "First name or nickname and email" for all event registrations.

How It Works

When someone registers for your event:

  1. The system checks your contact database using your selected duplicate detection method.
  2. If a matching contact is found, the registration is linked to that existing contact and any new information is updated.
  3. If no match is found, a new contact record is created for the attendee.

Special Cases

  • Guest Registrations: Guests with the same email as the main attendee are always created as separate contacts to maintain family relationship tracking.
  • Missing Email: If an attendee doesn't provide an email address, a new contact is always created.

Which Option Should I Choose?

Recommended: First Name or Nickname and Email

Choose this option if:

  • People may register using different name variations (like "Bob" vs "Robert" or "Mike" vs "Michael")
  • Family members often share email accounts but have different first names
  • You want flexibility while still preventing true duplicates
  • You need to track spouses or family members separately

Email Only

Choose this option if:

  • Each person has their own unique email address
  • You want the strictest duplicate prevention
  • You rarely encounter shared email accounts

How to Configure

  1. Go to the Events section in your dashboard
  2. Click the "Actions" dropdown menu
  3. Select "Event settings"
  4. In the "Duplicate handling" section, choose your preferred option
  5. Click "Save"

Your setting applies immediately to all future event registrations. Existing registrations are not affected.

Examples

Example 1: First Name or Nickname and Email

Scenario: John Smith and Jane Smith (both using john@example.com) register for an event.

Result: Two separate contacts are created because their first names differ, even though they share the same email.

Example 2: First Name or Nickname Matching

Scenario: You have a contact "Robert Johnson" (first name: "Robert", nickname: "Bob") with email bob@example.com. Someone registers as "Bob Johnson" with the same email.

Result: The registration is linked to the existing "Robert Johnson" contact because the email matches and the registration name "Bob" matches the nickname in your database.

Example 3: Email Only

Scenario: John Smith (john@example.com) registers. Later, Jane Smith registers using the same email address.

Result: Jane's registration is linked to John's existing contact because the email matches, regardless of the different first name.

Need Help?

If you're unsure which option to choose, we recommend starting with "First name or nickname and email" as it provides the best balance for most organizations. You can always change this setting later if needed.

Need more help?

If you can’t find the answers you’re looking for, our support specialists are available to answer your questions and troubleshoot if necessary.

  • Phone Call (888) 291-7116. Our main hours are Monday to Friday 7 am-5 pm Central Time.
  • Support Ticket Send your questions and inquiries via email to support@leadcenter.ai. A support ticket will be created and one of our team members will get back to you as quickly as possible.