Every CRM system or database of contacts eventually stumbles upon the same problem - how can we prevent duplicates from occurring?
Gecko solves this problem by using Matchable Fields. These are contact fields which are set up to merge any incoming data (be it an import from your CRM, data collected at any event that you're uploading or a response to one of your forms) with relevant contacts which already exists in your Contacts section.
By default in Gecko, you will have two fields which are set up to be matchable: Full Name and Email address.
Let's illustrate this with an example. Say we had a contact on the system called John Doe, with the email address email@example.com. If a new response to a form comes in with the same name and email address, Gecko will automatically add that response to the John Doe contact.
If, on the other hand, a response came in with the name John Doe and a new email address firstname.lastname@example.org, this would create a brand new contact.
We strongly recommend always keeping the full name and email address as matchable fields. However, we also give you the ability to broaden or widen your contact merging parameters.
How to set up
Creating or modifying existing matchable fields is incredibly simple. Head to Settings > Contact Fields. If it's a new field you're wanting to make, click + New Contact Field in the top right corner. Fill in the details of your new field, but ensure the Matchable toggle is set to the 'on' position before hitting Save in the bottom-right corner.
Making existing fields matchable is even easier. Simply click into the contact field of your choice from Settings > Contact Fields and then toggle the Matchable option to 'on'.
When to use
We recommend making use of matchable fields any time you're collecting information. So ensure to have at least 2 matchable fields on any form, to prevent duplicate contacts being created.
If you're in a position where you don't want to ask a user to input information you've already collected from them, never fear. Pre-filling hidden fields on a form will enable you to easily prevent duplication without your student ever knowing what's happened. Click here for a guide on this curious use case.
Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.