# Duplicate Employee Identification

### **Duplicate Employee Identification**

**Overview**

The **Duplicate Employee Identification** feature helps prevent the creation of multiple employee records for the same person in Pocket HRMS.

Whenever a new employee is added or an existing employee's profile is edited, the system checks the entered details against existing employee records and alerts the HR if a potential duplicate is found.

This helps in:

* Maintaining clean employee data
* Avoiding payroll and statutory compliance errors
* Preventing duplication in PAN / PF / ESI and Etc records
* Ensuring proper employee lifecycle tracking across companies

### **Configuration**

**Path: Cloud → Settings → HR → Duplicate Employee Identification**

**Step 1: Select Identifiers for Duplicate Check**

Select the employee fields based on which the system should perform duplicate checks.

You may choose fields such as:

* Phone Number
* Email ID
* Bank Account Number
* Aadhaar Number
* PF Account Number
* ESI Number
* PAN
* UAN
* Personal Email ID

\*\*Important:\*\*At least one identifier must be selected for the system to detect duplicate employees.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/fRk2Un6Sn8VKq6BEVi3u/Unknown%20image)

**Step 2: Additional Settings**

| **Setting**                                 | **Description**                                                         |
| ------------------------------------------- | ----------------------------------------------------------------------- |
| **Include Inactive / Terminated Employees** | Enables duplicate check against employees who are inactive or separated |
| **Check Duplicates Across All Companies**   | Enables duplicate check across all companies in the group               |

If not enabled, duplicate check will happen only within the current company.

Click **Save Changes** once configuration is completed.

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/V0Q5DEGnmqPMmOyTMha1/Unknown%20image)

**Step 3: Configure Mandatory & Visibility in Configuration Field Settings**

After selecting the identifiers for duplicate check, the same fields must be configured in **Configuration Field Settings**.

**Path: Cloud → Settings → HR → Configuration Fields**

For all the fields selected in Step 1:

1. Open the respective field (e.g., Email / PAN / PF No.)
2. Set the **Panel** as:

* ✅ **Basic Detail**

3. Enable:

* ✅ **Mandatory**

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/MgQ2HiFj8gX3JKh3Q71M/Unknown%20image)

**Why is this step required?**

If the selected identifier fields are:

* Not visible in the **Basic Detail Panel**, or
* Not marked as **Mandatory**,

then the system may allow employee creation without capturing the required value.

This may result in:

* Duplicate employees getting created
* Duplicate check getting skipped
* Payroll and compliance data mismatch

✔ Marking these fields as **Mandatory** ensures that employee records cannot be created without entering the selected identifier value.

### **Where Duplicate Checks are Applied?**

Duplicate verification is automatically performed during the following transactions:

| **Transaction**           | **Path**                                                 |
| ------------------------- | -------------------------------------------------------- |
| Employee Wizard           | Cloud → Employee → Employee List → Employee Wizard       |
| Employee Amendment        | Cloud → Employee → Employee List → Edit Employee Profile |
| Candidate Onboarding      | ESS → Hire → Recruiter → Candidate Onboarding            |
| Employee Master Import    | Cloud → Employee → Import → Employee Master Import       |
| Employee Amendment Import | Cloud → Employee → Import → Employee Master Import       |

### **Duplicate Detection During Employee Creation / Amendment**

If duplication is detected while saving employee details, the system will display a pop-up containing:

**Why You Are Seeing This**

Displays which selected identifier (e.g., Email / PAN / PF No.) matches with an existing employee.

**Person Identity**

Name of the employee currently being added or edited.

**Adding to Company**

Company in which the employee is being created or modified.

**Matched Identity Data**

Displays matched field values between:

* New employee record
* Existing employee record

**Matched Employee Details**

Shows details of the employee with whom the match was found:

* Company Name
* Employee Status
* Separation Type
* Separation Reason
* DOJ / Relieving Date / Last Working Day
* Rehire Eligibility
* Remarks

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/3s4wdOgyTrz9Dbk1Utii/Unknown%20image)

**Available Actions**

| **Action**         | **Outcome**                                                    |
| ------------------ | -------------------------------------------------------------- |
| **Close**          | Transaction is cancelled. HR must correct the entered data     |
| **Process Anyway** | Allows HR to proceed after providing a mandatory justification |

### **Final Authorization (Manual Override)**

If **Process Anyway** is selected:

* A final confirmation screen will appear
* HR must enter a mandatory reason for continuing
* The remark will be saved as an official audit record

Example:

Verified with manager / Different person with same email domain

![](https://content.gitbook.com/content/-MXep_PEmh8mDPVWj49x/blobs/ZcMEXiE1hWl8UbYtBXdA/Unknown%20image)

**Duplicate Detection During Excel Import**

During:

* Employee Master Import
* Employee Amendment Import

If duplicate entries are found:

* Upload process will be cancelled
* System will generate an **Error File** highlighting duplicate records
* File can be uploaded only after resolving all duplicities

### **Best Practice**

For better compliance control (especially in multi-entity environments):

✔ Enable duplicate check across all companies

✔ Include inactive / terminated employees

✔ Configure selected identifiers as Mandatory in Basic Detail panel

For any queries, contact <support@pockethrms.com>