How to avoid creating duplicates while importing data

Matching & Merge Algorithm

When you import a list of leads or agents (records) into Brokerkit, here is the logic we use to match and merge the new record into existing records to avoid duplicates:

• If the lead was imported and an Agent ID was included, the existing lead will be matched by Agent ID.
• Or if the Email matches the existing lead, the leads will be matched by Email.
• If the Agent ID or Email doesn't match a record in Brokerkit already, a new record will be created.

Matching Agent IDs across different MLSs

• If agent IDs match, our match and merge algorithm will do the following based on the MLS selected on import:
  • Match and merge when two agents have the same MLS selected as well as the same ID.
  • Add a new record if the new agent with the same agent id has a different MLS selected.
  • If the agent ID is the same and only one record has an MLS selected, the two records will merge.

Update Algorithm for Matches

When a record is updated, all fields with a blank/null value will be updated.

Only this list of fields will update to the new value if they already have data completed in the field:

• Production data
• Agent Notes
• Home Address fields
• Company name
• Office ID
• Office County
• Office Address

The following data will always be left untouched on an update:

• All conversation notes 
• All completed fields
• Owner, phone number, referring agent, status, follow-up date, etc.

When uploading your data, if the file contains duplicate information (ID or email), but with different names, only the first record will be added.

NOTE: 

• We can import Agent Notes and labels, but they will not be timestamped.