🟥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.

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.

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

1. Enable:

• ✅ Mandatory

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

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

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 [email protected]