How to Merge Duplicate Employees and Jobs.
This guide walks you through the process of merging two duplicate employee profiles in Helios. If you notice that an employee appears more than once in the system, this guide will show you how to combine those duplicate profiles into a single, correct record.
Alert: Alert! Please note this process cannot be undone.
1. Log in as an Admin. If you have "Single Sign-On" click "Admin Portal" button.
2. Click in "Search Employee".
3. Type the name of the employee with duplicate records. Make note of the ID next to the name to differentiate between the two. You can open a second tab to have both employees up to compare.
4. If the side bar is not expanded click the three vertical bars.
5. In the side bar under "Employee Data"/"Employee Details" compare information from both profiles to see which has the most accurate information to determine which profile you want to keep.
6. Compare "Employee Job Data"/"Job History".
7. Compare "Employee Time"/"Leave Balances"
Tip: Tip! The pages you want to compare should correspond to the modules and screens currently utilized by your district.
8. Make note of the employee number you will be keeping.
9. Click "Actions" tab and choose "Merge Employees and Jobs".
10. In the first field you fill in the employee you are keeping.
11. Type in the Employee ID you wish to keep.
12. Click "Add" under "Employees(s) To merge" to pick the second employee profile. Please note if there are more than one records they can all be merged.
13. Verify you are choosing the second profile by comparing the employee numbers. You are also able to use SSN or User 1 to find the employee.
14. Click "Get Employee(s) to Merge / Job History" to also merge the jobs.
15. The jobs for both employee profiles are shown here where the top one is the one to keep and the bottom profile will be merged. Click under "Job to Merge With".
16. On this screen, you will see two job history records. The top record belongs to the employee you are keeping, and the bottom record belongs to the employee being merged.
At this step, under Employees to Merge, you can use the dropdown to merge a job from the employee being merged into a job history record for the employee you are keeping. This is typically used when there are duplicate job history records. For example, if both employees have the same job class, such as Computer Technician, and those records represent the same position, you would merge them into a single job history record.
You also have the option to leave the Jobs to Merge With field blank. If you do this, the system will keep both job history records and add them to the employee you are keeping. In that case, the retained employee would have multiple job history records listed separately, such as Computer Technician AND Accounting Manager.
17. Click "Merge Jobs and Employees"
18. A pop up will ask if you with to proceed, with a warning that this is not reversible.
19. Click "Yes, please proceed".
20. A new pop up will emerge showing the message "Jobs and Employees merged Successfully".
21. Search for the employee again and you will note there is only one name.
22. Additionally, on the Merge Employees Job History screen, there are two other options available.
The first option is the Merge Job History tab. This is used when an employee has duplicate job history records. It allows you to combine multiple job history records into a single record, which helps prevent losing any information tied to those records.
The second option is the Merge Logs tab. This tab lets you view details about previous merges, including when they occurred and the date and time of each merge.
