How does multi-stage scanning work?

Stage one matches on exact username and email. Stage two broadens to fuzzy matching on name and title fields to catch near-duplicates like "Bob Smith" and "Robert Smith."

What happens to donation history when I merge?

Review the merge preview and supported relationship coverage before confirming. If your organization requires a specific history or linked record to move, validate it in a test case first.

A donor merge can be difficult to reverse. Review the preview, current logging, backup, and recovery process before merging production records.

Does it run automatically?

You can trigger scans manually or schedule them. The system also flags potential duplicates during CSV imports and manual donor creation.

Donor Management

Duplicate Detection

Keep your database clean automatically

Duplicate Detection uses multi-stage scanning to find and merge duplicate records before they cause problems. The system first scans by username and email for exact matches, then broadens to title field matching for near-duplicates. Potential duplicates are grouped for review, and merging consolidates all donation history, sponsorships, messages, and activity into a single clean record.

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2-stage

Scanning depth

Reviewed

Merge scope shown before confirmation

Multi-stage

Exact and broader match review

Primary record

Staff selects the surviving profile

The Problem

Without duplicate detection, your donor database accumulates redundant records over time -- splitting giving history across profiles, inflating donor counts, and leading to embarrassing duplicate solicitations.

The Solution

With Gratona Duplicate Detection, staff can review likely matches and use a guided merge workflow. Confirm the records and relationships included in a merge before applying it to production data.

See it in action

How it works

Automated scan

The system runs multi-stage duplicate scanning -- first matching on username and email, then broadening to name and title fields for near-duplicates.

Group review

Potential duplicates are grouped together with a side-by-side comparison showing each record's data, giving history, and activity.

Select primary record

Choose which record to keep as the primary. The system shows you exactly what data will be merged and what will be discarded.

Merge with history

Review the donation, sponsorship, message, activity, and profile data included in the supported merge path before selecting the primary record.

Key features

Automated duplicate scanning

Smart merge suggestions

Preserves donation history

Configurable matching rules

Who uses this

Database Manager

Runs a duplicate scan after a large CSV import and finds 200 potential duplicates, merging them in bulk before the records reach the fundraising team.

Development Director

Reviews several profiles created through different giving channels, confirms they represent the same donor, and evaluates the complete relationship history before merging.

Operations Lead

Schedules quarterly duplicate scans to keep the database clean as new donors enter through multiple programs and events.

Frequently asked questions

Ready to get started?

See how duplicate detection can transform your organization.