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How LeadCenter Matches Event Registrations to Existing Contacts

When someone registers for an event, LeadCenter checks whether that person already exists as a contact in your account before creating a new record. This helps prevent duplicate contacts when existing clients or prospects register for your events.

Overview

LeadCenter uses an account-wide duplicate handling setting for event registrations. You can choose from two matching modes:

• First name or nickname and email — A match is found only when both the first name (or nickname) and the email match an existing contact. Recommended.
• Email only — A match is found when the email matches an existing contact, regardless of the name. Not recommended.

Recommendation: Use First name or nickname and email. It works better when family members share the same email address.

How It Works

When a match is found

If the registrant matches an existing contact:

• No new contact is created
• The existing contact is used for the registration
• The contact’s phone number is updated only if it was empty
• The marketing text opt-in preference is updated if it was provided on the form
• A new event attendee record is created for that contact

When no match is found

If the registrant does not match an existing contact:

• A new contact is created from the registration form
• A new event attendee record is created for that new contact

If the person is already registered

If a matching contact is found and that contact is already registered for the same event, LeadCenter redirects them to the success page with an already registered message. No duplicate registration is created.

Matching Modes Explained

First Name or Nickname and Email

A match is found when:

• The registration email matches any email already stored on the contact, and
• The first name or nickname also matches

This mode is more precise because it uses two pieces of information. It helps prevent incorrect matches when spouses or family members share one email address.

Example: John Smith is already in LeadCenter with john@example.com. Mary Smith registers using the same email, john@example.com, but enters the first name Mary. In this mode, LeadCenter does not match Mary to John, so a new contact is created for Mary.

Email Only

A match is found when:

• The registration email matches any email already stored on the contact

This mode is less precise because it ignores the name completely.

Warning: This mode can cause problems when family members share an email address. A spouse or guest may be matched to the wrong contact instead of getting their own contact record.

How Guest Registration Works

When an attendee registers with guests, each guest goes through duplicate detection too.

In First Name or Nickname and Email mode

Each guest is matched by first name or nickname plus email. This works well even if guests share the same email as the main attendee.

In Email Only mode

If a guest uses the same email as the main attendee:

• LeadCenter first checks the main attendee’s household or family members for a match by first name and email
• If a family member matches, that existing contact is used
• If no family member matches, a new contact is created

If the guest uses a different email than the main attendee, standard email-only matching is used.

Comparison of Matching Modes

Where to Configure It

Duplicate handling for event registrations is part of Event Settings. This is an account-wide setting, not a per-event setting.

1. Go to Events.
2. Open the dropdown menu in the top area of the page.
3. Select Event settings.
4. In the modal, find the Duplicate handling section.
5. Select your preferred matching mode and save.

Important: This setting applies to all events in your account.

Other Event Settings in the Same Modal

The same Event Settings modal also includes these account-wide options:

• Override attendee status to appointment scheduled — Automatically updates attendee status when an appointment is booked with them
• Remove spouse from pipeline on registration — Creates the spouse contact but keeps them out of the sales pipeline
• Maximum guests per registration — Controls how many guests each attendee can register
• Event title color — Changes the title color shown on the public event registration page

Common Scenarios

An existing contact registers with the same name and email

Both matching modes will find the existing contact and use that record.

A spouse registers using a shared family email

With First name or nickname and email, LeadCenter creates a new contact if the first name does not match the existing contact. With Email only, LeadCenter may register the event under the wrong contact.

A contact uses a nickname instead of their legal first name

If the nickname is stored on the contact record, First name or nickname and email can still find the match. If not, a new contact may be created.

No email is provided

No match is possible in either mode, so a new contact is always created.

Best Practices

• Use First Name or Nickname and Email as your default setting
• Add nicknames to contacts who commonly use shortened names like Bob, Mike, or Liz
• Review new contacts after events and merge any duplicates caused by name variations
• Use the spouse pipeline setting if spouses should not be added to your sales pipeline
• Enable the attendee status override if your event workflow usually leads to appointment booking

Troubleshooting

• New contacts are being created for existing people: Check whether the registrant used a different first name, nickname, or email than the one stored on the contact.
• A registration was attached to the wrong person: This usually happens in Email only mode when family members share an email address.
• A known contact did not match: Make sure the contact’s nickname is filled in if they often register under a shortened name.

FAQs

Why are new contacts being created for existing clients when they register?

The most common reasons are:

• The person used a different first name than the one stored on the contact
• The nickname field is missing an alternate name
• The person used a different email address
• No email was provided

Is duplicate handling configured per event?

No. It is an account-wide setting that applies to all events.

Does LeadCenter use phone numbers for matching?

No. Event duplicate handling does not use phone numbers for matching.

Does LeadCenter check secondary emails too?

Yes. It checks all emails stored on the contact, not just the primary email.

What happens when an existing contact registers again?

LeadCenter reuses the contact record, updates the phone only if it was empty, updates the marketing text opt-in if provided, and creates the attendee record.

Why is Email Only not recommended?

Because family members often share an email address. Matching by email alone can register the event under the wrong contact.

Does this affect contacts created from forms, imports, or Zapier?

No. This setting only affects duplicate detection during event registration.

How are guests handled if they share the same email as the main attendee?

In First name or nickname and email mode, each guest is matched individually by name and email. In Email only mode, LeadCenter first checks the main attendee’s household for a matching family member.

Need help? Contact support@leadcenter.ai.