We’ve all been there. You pull a training report for a site audit, confident that your team is ready. The auditor asks for proof that "David Smith" has his Fall Protection training complete.
You type "Smith" into your Learning Management System (LMS), and your heart sinks. Three results pop up:
- David Smith (Active, no training records)
- Dave Smith (Archived, has Fall Protection)
- D. Smith (Created yesterday by a site admin)
Which one is the real David? And more importantly, how do you explain this mess to the auditor without looking incompetent?
If you are wondering how to fix duplicate profiles in your LMS, you are not alone. It is the single most common issue we see in industrial safety data.
Why Does This Happen?
This isn't usually a software bug; it's a process failure. In the rush to get guys on site, we take shortcuts.
Maybe a foreman forgot David's password, so he just created a new account for him on the go to get him working. Or maybe your HR system integrates with your LMS, but it doesn't account for nicknames. HR sends "David," but the site super knows him as "Dave," and suddenly you have two profiles fighting for control.
How to Fix Duplicate Profiles (The "Golden Record")
You cannot rely on names to link your data. Names change. People get married. People use nicknames. To fix duplicates for good, you need a Unique Identifier strategy.
Here is the exact process we use to clean up our clients' data:
Step 1: The Audit
Export your entire user list to Excel or Sheets. Use the "Highlight Duplicates" feature on the 'Name' column. You might be shocked at how many matches you find. This gives you your "hit list."
Step 2: The Merge
Most modern platforms (like SafetyCulture, BisTrainer, or Procore) have a function to merge users. This combines the training history of "Dave" and "David" into one master profile. Do this carefully because once merged, it usually cannot be undone. Always keep the profile linked to your HR system (the payroll ID) as the master.
Step 3: The Lockout
Stop the bleeding. Remove the permission for field staff to create new user accounts. If a user can create a profile, they will create a duplicate. Centralize user creation to one admin or an automated HR feed.
Don't Migrate the Mess
If you are planning to switch software this year, do not just export your current list and dump it into the new tool. You will be infecting your new clean house with old dirty habits.
Clean the data before you move. Trust me, your future self will thank you during the next COR audit.