Merging Participant Profiles

If a participant has both a non-SFUSD record and an SFUSD record in CMS, the two records can be merged. The merge function combines non-SFUSD and SFUSD profiles into a single SFUSD record, carrying over existing enrollment and attendance data under the merged SFUSD record.

Prior to merging records, ensure that 1) the non-SFUSD profile has all required fields completed, and 2) the matching SFUSD record is registered in your agency’s CMS (i.e., it’s listed in your Agency Youth list within the Participants & Staff module).

The merge function can also be used to convert a non-SFUSD record into an SFUSD record by registering an additional SFUSD record and then merging the two. The merge function can also be used to convert a non-SFUSD record into an SFUSD record by registering an additional SFUSD record and then merging the two.

What You’ll Need

• Agency or Program Staff User Account

• A complete non-SFUSD participant profile

• A matching SFUSD participant registered in your agency’s CMS

1

Log into CMS.

2

Navigate into a program and click on the Participants & Staff module in the lefthand menu.

Select Youth to access the Agency Youth page.

3

Search for the non-SFUSD record you wish to merge, then click on the participant’s name.

4

Click the Merge button on the right-hand side of the screen.

If the Merge button isn’t available, review the profile to ensure all required demographic fields are complete, then save the record.

5

Review potential SFUSD participant matches.

Use the search bars to find alternate participant records. If you cannot locate the matching SFUSD record, it likely has not been registered in your agency’s CMS yet. See the Step-by-Step Registration Process above to register a SFUSD participant.

6

Select the matching SFUSD record and click Select Match.

7

Review the profile summary and attendance summary for both records.

8

Once you’ve thoroughly reviewed the record details select Merge Record.

If the SFUSD record is missing required demographics, the CMS Merge Tool will pull that information from the non-SFUSD record to complete the SFUSD profile. After merging, the non-SFUSD record will no longer appear in the Agency Youth list, and the SFUSD record will retain all associated enrollment and attendance data.