Coming soon: Set up and run a Customer Dedupe session in Dutchie POS Backoffice

The Customer Dedupe tool helps you find and merge duplicate customer profiles in Dutchie Point of Sale Backoffice. Instead of relying on a single, fixed set of matching rules, you can combine multiple identifiers, such as driver's license and date of birth, to find matches that fit the way your business defines a duplicate. The system also calculates a confidence score for each potential match so you can decide how much oversight you want before profiles get merged.

This is useful for Dispensary Managers and Regional Managers who need clean, reliable customer records across their locations, and for Marketing Directors who depend on accurate profile data for loyalty and campaign targeting. 

Common reasons to run a dedupe session include:

• Cleaning up your customer list before rolling out a loyalty program
• Ongoing list hygiene to catch new duplicates as they appear
• Preparing for a nationwide loyalty rollout, since the same matching identifiers you confirm here can be reused to link customer profiles across locations
• Catching customers who created duplicate profiles to get around purchase limits

Before you begin

• You need View, Edit, and Merge Customers permissions to access and use the Customer Dedupe tool.
• You must use at least one of the following combinations of attributes for profile merge criteria.
  • Email + DOB
  • Phone + DOB
  • Last Name + DOB
  • DLID
  • MMJID
• Merges do not happen immediately. Once you schedule a merge, it runs overnight so it does not disrupt daily operations.
• You define what counts as a duplicate for your business. For example, if you intentionally keep separate medical and recreational profiles for the same person, you can configure a session to leave those profiles unmerged.

Dedupe customers in Dutchie POS Backoffice

Storylane: https://app.storylane.io/share/cdtdvixjkewg

1. Navigate to Dutchie POS Backoffice > Customers
2. On the customer list, select the Actions button.
3. From the Actions menu, select Customer Dedupe.

The system opens the Customer Dedupe session list. Each session in the list shows a status of Draft, Matched, Scheduled, or Done.

Start a new session or work with an existing session

1. Click the New Session button to start a new session, or
2. Click through an existing session in the Customer Dedupe overview screen.

Configure session settings

1. Locate the Allow Med & Rec Merges toggle. Turn it on if you want the system to be able to merge a medical profile and a recreational profile into a single survivor. Leave it off if you want to keep medical and recreational profiles separate.
2. Locate the Minimum Confidence field. Enter the minimum confidence percentage a potential match must meet before the system includes it in your results. Confidence is a percentage from 0 to 100 based on how many profile attributes match between two profiles. A higher score means more attributes matched.

Select matching criteria

Matching criteria is done by using identifier sets that use combinations of specific attributes.

Each identifier set must include at least one of the following:

• Email+DOB
• Phone+DOB
• LastName+DOB
• DLID
• MMJID
    

1. Select Add to add another criteria set if you want to search on more than one combination at once.
2. Confirm that date of birth is included in at least one selected criteria set. The system requires this before you can run a match.

Run matching

1. Once your settings and criteria are configured, click Run Matching.
   
   
     
2. The system displays a matching in progress indicator.
3. When matching finishes, the system displays a queue of potential duplicate groups. For each group, you will see:
   • The customer's name
   • The specific matching fields that matched, highlighted in green (for example, date of birth, email, phone number)
   • The number of duplicate profiles found in that group
   • A confidence score

Review a match group and choose a survivor

1. Select a customer name in the results queue to open that duplicate group.
2. Review the different profile versions shown for that customer. The recommended profile will be labeled as Survivor. You can choose a different profile as preferred by clicking Set Survivor next to the name and the system will mark that profile as the one it will retain when the merge runs.
3. You can also review additional profile data shown for each version, including last transaction date, date created, loyalty points, E-Commerce account status, and most recent transaction.
4. You can also optionally exclude profiles from the merge by selecting the exclude option on an individual profile or at the profile group level.

Medical vs Recreational profiles

You can determine whether a profile is for medical or recreational by the icon next to the name.

• Blue is medical
• Green is recreational

Schedule the merge

1. Once you have reviewed survivors and exclusions for the session, select Schedule Merge.
   
   
     
2. The session status changes to Scheduled.
3. The merge runs overnight rather than immediately, so it does not interrupt daily operations.
4. After the merge runs, the session status changes to Done.

Review completed session results

1. From the Customer Dedupe session list, select a session with a Done status to review the completed session.

Additional session management options

• Search: use the search field within a session to look up a specific profile.
• Show failed: filter session results to show only failed profiles.
  • Note that if a merge fails, it may be because one of the profiles changed between when the merge was scheduled and overnight when the merge was run.
• Save as Draft: save a session without running a match, either from scratch or after selecting identifiers, so you can return to it later.
• Revert to Draft: select the three dots next to a Matched session and choose the revert option to send it back to Draft status. This lets you add more identifiers before running the match again.
• Copy session: select the option to copy a completed session so you can reuse its settings for a new session.

Troubleshooting

Q: I want to add more matching identifiers after I already ran a match. What should I do? A: Select the three dots next to the session and revert it to Draft. From there, add identifiers and select Run Matching again.

Q: Can I reuse the settings from a session I already completed? A: Yes. Use the copy session option instead of configuring a new session from scratch.

Related articles

• Clean up duplicate customer profiles in Dutchie POS Backoffice
• Manage customers in Dutchie POS Backoffice
• Set up a Dutchie loyalty program