Duplicate Check for Contract Signings and Trial Trainings

In this article, you will learn how to configure the duplicate check in your software so that members are recognized based on last name, date of birth, and postal code, how this affects contract signings and trial trainings, and how the duplicate modal with the latest appointments together with an automatic warning in the check-in and member view supports you whenever a matching profile with an attended trial session is detected.

Contents

• What does the new duplicate check do?
• Configure duplicate check for contract signings
• Configure duplicate check for trial trainings
• Where is the duplicate check applied?
• Latest appointments in the duplicate modal
• Automatic warning for trial training duplicates
• How does the matching logic work in detail?
• Tips & Best Practices

Fast Lane

• Open the settings for Pre-contract Signing Check in your software.
• Select the duplicate logic option Last Name + Date of Birth + Postal Code and save.
• Go to the settings for Trial Training.
• Open the menu for prospect data and select the fourth option Last Name + Date of Birth + Postal Code.
• Save your settings, the new logic now applies to online contracts, sales tool, and trial trainings (API & MySports).
• Whenever the software finds a matching profile with an attended trial session, you will see a warning in the check-in and member view. Use the Check duplicates button to open the duplicate modal with the columns Last Trial Appointment, Last Appointment, and Last Check-in.

What does the new duplicate check do?

The new duplicate check allows you to recognize members not by email address, but by a combination of last name, date of birth, and postal code.

This reduces:

• Multiple entries of members who use different emails.
• Risks that blocked or indebted members simply re-register with a new email.
• Effort for manually merging duplicate records.

At the same time, you secure a consistent history per person, including communication, training plans, and contract histories.

[Screenshot: Membership signing settings, overview including the duplicate check configuration tile]

Configure duplicate check for contract signings

For contract signings, you can specify in the settings which logic should be used for the duplicate check. From now on, select the combination Last Name + Date of Birth + Postal Code.

Here is how to proceed:

1. Open your software and go to Settings / Contract Signing / Contract Signing Settings / Pre-contract Signing Check.
2. Click the three-dot menu and select Edit Contract Signing Restrictions for Online Contract Signing or the option for the Sales Tool.
3. In the selection of check logic, choose the option Last Name + Date of Birth + Postal Code.
4. Save your changes with Save.

From now on, the software checks for existing members based on these three criteria with every contract signing, whether online or in the club. If a match is found, you will receive a notification as usual and can decide whether to use the existing record or deliberately create a new one (for example, in case of a name similarity).

[Screenshot: Edit contract signing restrictions, dropdown with the new fourth option "Last Name + Date of Birth + Postal Code"]

Configure duplicate check for trial trainings

You can also control how the duplicate check is performed for trial trainings and leads. The new combination Last Name + Date of Birth + Postal Code is available here as the fourth option in the existing dropdown.

Here is how to switch the check for trial trainings:

1. Go in your software to Settings / Services / Trial Training.
2. Go to the prospect data tile and click the three-dot menu.
3. Select Edit Prevent Creation of Duplicates.
4. In the dropdown for duplicate logic, you will see several options. Select the 4th option labeled Last Name + Date of Birth + Postal Code.
5. Save your settings.

This setting affects all newly created trial trainings, whether they are created via MySports, via the API, or directly in the club. If there is a match with an existing record, the duplicate will be displayed to you so that you do not create a new lead for the same person.

[Screenshot: Trial training settings, dropdown with the new fourth option "Last Name + Date of Birth + Postal Code"]

Where is the duplicate check applied?

The duplicate logic you choose is automatically considered at all relevant touchpoints. Once you activate the option Last Name + Date of Birth + Postal Code, it applies to:

• Online contract signing (API): When a prospect signs a contract online, the software checks the record based on last name, date of birth, and postal code.
• Sales Tool in the studio: The same logic is applied during every new contract in the on-site sales conversation.
• Trial trainings via API: If you record trial trainings via an integration, the duplicate check is executed according to your settings.
• MySports: Bookings of trial trainings or registrations via MySports are also checked with the new combination.

You do not have to configure the logic separately for each touchpoint, the important thing is that you select and save the desired duplicate logic in the settings for contracts and trial trainings.

Latest appointments in the duplicate modal

Click Check duplicates in the check-in or member view to open the duplicate modal titled Check duplicates. The header shows the current record, and the table below lists all matching duplicates the software found.

Per match, the table shows the familiar columns Member, Status, Date of Birth, Address, Email, and Phone, plus three additional columns:

• Last trial training (Last Trial Appointment): title, date, and status of the person's most recent trial training.
• Last appointment (Last Appointment): title, date, and status of the most recent regular appointment, for example a class or a consultation.
• Last check-in (Last Check-in): date when the person last checked in.

If no data is available, a "-" appears in the respective column. This lets you decide at a glance whether to use the existing record, merge records, or deliberately create a new one because it is a different person.

Automatic warning for trial training duplicates

If your software finds a matching profile with an already attended trial session for the currently opened person, a yellow warning appears automatically. It shows the text "Possible duplicate! A matching profile with attended trial session was found. Please verify before granting access." and a Check duplicates button.

The warning appears in two places:

• In the check-in view as soon as the view loads for the person.
• In the member view when you open the profile.

You do not need to trigger the check actively. The warning only appears when there is a match with an attended trial session, other duplicate cases stay silent.

Permission required: The warning is only visible to user roles with the customer search permission (internally: CUSTOMER_SEARCH_EXECUTE). Make sure your front-desk team has this permission, otherwise they will not see the automatic warning.

Here is how to handle the warning:

1. Read the warning in the check-in or member view.
2. Click Check duplicates in the warning. The duplicate modal opens with the matches and the columns Last Trial Appointment, Last Appointment, and Last Check-in.
3. Check the date of the last trial training and decide whether to allow the check-in, merge records, or refuse the trial training because one has already taken place within the allowed period.

How does the matching logic work in detail?

To minimize the number of duplicates slipping through, the matching logic for last name and postal code is tolerant of minor spelling variations. This happens automatically in the background, you do not need to set anything extra.

In detail:

Last Name

• Spaces are ignored: de Jong and deJong are treated the same.
• Umlauts and special characters are normalized:
  • Müller is treated like Mueller.
  • Günther is treated like Guenther.
  • François is treated like Francois.
• Name additions and titles: Additions like von, van, von der, de are not used as strict boundaries 1:1. For example, von der Weiden can match with Weiden.
• Double names: Names with hyphens or spaces are combined, e.g. Schmidt-Meyer and Schmidt Meyer are considered identical spellings.

Date of Birth

The date of birth must match exactly. Make sure the date of birth is recorded correctly and completely. Different formats are standardized internally, what matters is the actual date.

Postal Code

• Spaces in the postal code are ignored: 1234 AB and 1234AB are treated the same.
• The postal code is stored as entered but cleaned of unnecessary spaces for comparison.

Only when all three criteria, last name, date of birth, and postal code, match, is a record recognized as a potential duplicate and displayed to you accordingly in the UI.

Tips & Best Practices

To get the most out of the new duplicate check, consider the following points:

• Always ask for date of birth and postal code: Make sure your team consistently captures this data during contract signings and trial trainings.
• Standardized input: Encourage your team to spell last names correctly, including double names and name additions.
• Take duplicate warnings seriously: When you receive a duplicate warning, always briefly check whether it is actually the same person before creating a new record.
• Use the latest appointments as decision support: Use the Last Trial Appointment, Last Appointment, and Last Check-in columns in the duplicate modal to quickly see whether a trial training has already taken place within the allowed period or whether the person already trains regularly.
• Do not ignore the warning: Even in busy front-desk situations, briefly check the automatic warning before proceeding, this prevents repeat trial trainings of the same person.
• Clean up old duplicates: Use the new logic as an opportunity to merge existing duplicate members so that your reports become cleaner.

If you are unsure which duplicate variant best suits your studio, you can test the settings at any time and adjust them again if needed. The combination Last Name + Date of Birth + Postal Code offers you particularly good protection against multiple entries without relying solely on the email address as the only criterion.