# Merging duplicate users

Find people who were added twice, by email, phone or name, and merge the extra accounts into the one you keep. Check what moves first, because it can't be fully undone.

For: Admins · On: Web · [Help Center](https://www.mays.app/help) › [Team & roles](https://www.mays.app/help/team-roles) · Last updated October 13, 2026 · Mays Team

Find people who were added twice, by email, phone or name, and merge the extra accounts into the one you keep. Check what moves first, because it can't be fully undone.

**Who:** admins, on the web. For a custom role, the permission is **Create / edit users in every location + assign roles**. See [Roles and permissions](https://www.mays.app/help/team-roles/roles-and-permissions).

## Find duplicates

1. Go to **Locations & Users → Users**.
2. Click **Find duplicates**. On a narrower window it's under **Actions**.
3. **Possible duplicate users** lists each group of people who look like the same person, and why:
   - **Same email**, ignoring capital letters;
   - **Same phone**, ignoring spaces, dashes and brackets;
   - **Same name**, first and last. Check these carefully: two different people can share a name.

Each person shows their email, phone, role and the day they were added. Inactive people are included; deleted accounts aren't. Click **Refresh** after making changes. With nothing to show, the page says *No likely duplicates found.*

![Possible duplicate users: a Same phone group for 15559000031 with 2 users, Riley Parker (riley.parker@e2e.test, created 9/24/2026) picked to keep and a second Riley Parker (rparker@e2e.test), and the Merge 1 into selected button](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__merge-duplicate-users__01-possible-duplicates.00f631f381.png)

## Merge them

1. In the group, pick the account to keep. The oldest one is picked to start with and marked **· keep**.
2. Click **Merge 1 into selected** (or **Merge 2…** for a bigger group).
3. Confirm *Merge 1 duplicate user into Riley Parker?*

The group disappears, and the other accounts are marked **Deleted**.

**Keep the account the person signs in with.** The kept account's email, phone, name, role and pay stay exactly as they are, and nothing is copied over from the others. A deleted account keeps its email address, so it can't be moved to the kept account afterwards.

## What moves and what doesn't

| Moves to the kept account | Stays with the deleted account |
| --- | --- |
| Their locations | Shifts, including future ones |
| Chat conversations, messages and reactions | Clock-ins and timesheets |
| Tasks assigned to them, their answers, comments and likes | Time off, availability and time-off balances |
| Their notifications | Positions and wages |
| Their link to 7shifts and other connected systems | Training, quiz results, points and badges |
|  | Checklists assigned to them by name |

The deleted accounts are signed out everywhere and stop getting notifications.

**Before you merge:** move the duplicate's future shifts to the kept account on the schedule, and give the kept account the right positions and pay. See [Positions and wages](https://www.mays.app/help/scheduling/positions-and-wages).

## Can it be undone?

Not fully. For 30 days you can restore a deleted account (**Show deleted** → **⋮ → Restore**, see [Deactivating team members and deleting accounts](https://www.mays.app/help/team-roles/deactivate-and-delete-users)), but what moved stays with the kept account: the restored account comes back with no locations, chats or tasks. After 30 days the deleted account's contact and sign-in details are removed and it can't be restored; its shifts, clock-ins and pay stay.

## Good to know

- **Same email** groups only appear when the addresses differ in capital letters, because each email address can only be used once.
- **People brought in from 7shifts without an email** aren't compared by email.
- **Merging is on the web only.**

## Related articles

- Team & roles: [Add and invite team members](https://www.mays.app/help/team-roles/add-team-members) — Add people on the web or from the app. Employees get a text with a link to the app; managers and admins get an email to set a password. Plus resending invites and checking delivery.
- Team & roles: [Deactivating team members and deleting accounts](https://www.mays.app/help/team-roles/deactivate-and-delete-users) — When someone leaves, deactivate them. They can't sign in, but their hours and history stay. Staff can delete their own account in the app; an admin can restore it for 30 days, then its contact and sign-in details are removed.
- Team & roles: [Import employees from a spreadsheet](https://www.mays.app/help/team-roles/import-employees) — Bring your whole staff list into Mays at once — paste or upload an export from your POS or payroll, check the rows Mays AI finds, and import them into a location. No invitations are sent.
- Integrations: [Connecting 7shifts](https://www.mays.app/help/integrations/connect-7shifts) — Connect 7shifts with a Company ID and access token to bring your team into Mays, keep reading the 7shifts schedule, or move your schedule, punches and time off into Mays scheduling.
- Team & roles: [Roles and permissions](https://www.mays.app/help/team-roles/roles-and-permissions) — What the built-in Admin, Manager and Employee roles can do, how location access works, and how to build a custom role from individual permissions.

## Still need help?

Send us a support request and a real person on the Mays team will get back to you.

[Contact support](https://www.mays.app/contact?topic=support) · [Call +1 (561) 286-3939](tel:+15612863939)

Canonical: https://www.mays.app/help/team-roles/merge-duplicate-users