When the same person applies to different postings or their CV is uploaded more than once, Teamso gathers the records into a single candidate. This article explains the automatic merge rules and how to merge possible duplicates manually. Users with Manager Permission or Hiring Permission do this.
Before you start
Merging only happens between candidates of the same company.
A merge can't be undone; before merging manually, make sure the records belong to the same person.
Step by step
Automatic merging
Teamso checks for matches itself when a new application arrives, a CV is uploaded, an AI analysis finishes or candidate details are edited:
Full match: if email and phone are the same, the records are merged automatically.
If only one of them (email or phone) is the same, the other is empty on one of the records and the full name is the same, the records are also merged automatically.
Partial match: if the email or phone matches but the other details don't, the records are not merged automatically; they are shown to you as a possible duplicate.
Emails are compared ignoring case; phones are compared ignoring the country code, spaces and a leading 0.
Merging possible duplicates manually
In the CV Pool, open a candidate labelled Possible duplicate.
In the General tab, click Review and Merge in the notice "... possible record(s) with the same email or phone were found for this candidate."
In the Merge Candidates window, select the records to merge in Possible records. Each record is labelled Full match or Partial match.
In the Comparison table, check the full name, e-mail, phone, job post and status of this candidate and of the selected records side by side. Values equal to this candidate's are marked with a tick, different ones in another colour.
Read After merging, then tick "I understand these records belong to the same person and that merging cannot be undone." The merge button stays disabled until the box is ticked.
Click Merge N records.
Seeing all of a candidate's applications
Open the Applications tab in the candidate's panel. Application History lists every posting the candidate applied to, newest application first. Each application shows the posting, the source, the Re-applied date, View CV and Application form answers. The Current label marks the candidate's latest application.
Result
All applications, CVs, comments, interviews and history of the merged records are gathered in the oldest candidate record.
Name, contact details, primary CV, consents and current posting are taken from the latest application.
The duplicate record is set to Archive and leaves the list; old links take you to the merged candidate.
Status is kept separately per posting; merging doesn't delete the candidate's applications to postings.
The candidate's Activity History gets a merge entry ("merged another application into this candidate", or "automatically merged another application" for automatic merges).
Common problems
Symptom: The same person still appears twice in the list.
Cause: The records have different email and phone, or only one matches and the name is spelled differently (partial match).
Fix: Open the candidate and merge manually with Review and Merge. If no notice appears, correct the contact details first.
Symptom: "No possible matches to merge."
Cause: No other record has the same email or phone.
Fix: Check the records' contact details.
Symptom: A candidate disappeared from the list.
Cause: The record was merged into another candidate and archived.
Fix: Search by name, email or phone; the merged record shows as a single candidate.