--- title: Contact Matching and Duplicate Prevention in MIS Exports description: When exporting data from Applicaa to a school’s MIS, one of the key priorities is ensuring that duplicate contacts are not created. This guide explains the contact matching process. --- [Skip to content](https://helpdesk.applicaa.com/contact-matching-and-duplicate-prevention-in-mis-exports#main-content) ![APPLICAA\_LOGO-1024x350-4.png\]](https://helpdesk.applicaa.com/hs-fs/hubfs/APPLICAA_LOGO-1024x350-4.png?height=40&name=APPLICAA_LOGO-1024x350-4.png) Open main navigation Close main navigation Hello, how can I help? - There are no suggestions because the search field is empty. 1. [Applicaa Knowledge Base](https://helpdesk.applicaa.com/?hsLang=en) 2. [Data & Integrations (IT & Data Managers)](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en) 3. [Transferring data to and from your MIS](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#transferring-data-to-and-from-your-mis) # Contact Matching and Duplicate Prevention in MIS Exports ## When exporting data from Applicaa to a school’s MIS, one of the key priorities is ensuring that duplicate contacts are not created. This guide explains the contact matching process. We aim to **accurately match new data with existing records** in the MIS where a contact already exists as a parent of a sibling already at the school. This is essential for maintaining clean data and for features like **sibling linking**, which depend on shared contacts.   **Step-by-Step Matching Process** Across **all MIS integrations** (SIMS, Bromcom, Arbor, iSAMS, Ed:gen) we implement a **fuzzy matching process** before any contacts are exported from Applicaa to the MIS. This works as follows: - **Initial Fuzzy Matching**: Before export the contact, we compare incoming contact data from Applicaa against existing contact records in the MIS using the following fields: - First name - Last name - Title - Address - Phone number This is a **fuzzy match**, meaning it accounts for variations (e.g. “Jon” vs “John”, “St.” vs “Street” and common “nicknames”). - **Review Potential Matches**: Schools are presented with **potential matches**, allowing them to confirm whether the incoming contact **already exists** or is a **new individual**. ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXeqe8siAHQ-uKSLyxoiLXr1sDL2PI0Cvr8E2A45VTboCmMIAWOXz9HYbSYaOivCNHOg_pjGbYqSS5BvECz85c0fnBUTCKHQY4lyWWK3gz54SteXonxHed48NCi_QtQ0KOebKfd6NA?key=p-iETzqgikUSlqci6lpCpo-h) ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXdTx5nsKwAOm29irmb1uiJDQ1YZWR1EPBA6DLZvyxgMaPKFEkdJw-ErouSNdVrkE0m5JBy7DirAx_IiITVUsRSyo5hUxlXldJw3gsdyLvVPodhFj9eojhqNnZTaTyN05QdhrygE?key=p-iETzqgikUSlqci6lpCpo-h) - **Decision Options**: - ✅ *Link* to an existing MIS contact — avoids duplication and merges the A+ contact to the MIS contact. - ❌ *Unlink* — treat as a new contact if they are not the same person; this creates the contact as a new record in the MIS. During the decision making process we also display: - The **siblings declared in Applicaa** - The **students currently linked** to the contact in the MIS Showing this side-by-side helps schools make informed decisions about contact matching. ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXfW-XbeEa9LyzS7jXQrbKeSpExXslhfB5ExNH4vYAHUxy4LNnQ1SqxY6aF8nnIGCvk8Yn5ou7TONMfrd7ZqbUazSsh7GBILe0-uycifOx1QKnvjmEd3bSnDC7szzSa5uMrRoL5cFA?key=p-iETzqgikUSlqci6lpCpo-h) ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXczkPzprugHECOTCd2hULIKPCzzEe_DtL0PtSv8Bgn7GcQZHCwPaHBn1RCF9sZvLWauB5uUhym8YllAtKICW-Wl0XbUbcaCQpLxClql1oC5lridYpkOWvm5pCX5POjJa5nuGhKeIQ?key=p-iETzqgikUSlqci6lpCpo-h) ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXe9LQFeD5wj3eMoFZG0-uv-d-LLQVFVyB-Y1gzv2z8VqWP9yecixVNg0PaGYcP4bwXziSdQMBs1JVWb2GIgW8AHIHV22LyOurfnykJOsKc4dRlrkjeD5wf3vWmFT83bUelRT2KP?key=p-iETzqgikUSlqci6lpCpo-h) **Why this Matters: Sibling Link** - In most MIS platforms, **sibling relationships** are created when multiple students share the **same contact**. - By **preventing duplicate contact creation**, our process **automatically preserves or creates sibling links** within the MIS. **Important: We do not import sibling data into the MIS. Instead, we use sibling information purely to guide the matching process.**   - [Course 1 - First Impressions](https://helpdesk.applicaa.com/course-1-first-impressions?hsLang=en#main-content) - [Landing Page](https://helpdesk.applicaa.com/course-1-first-impressions?hsLang=en#landing-page) - [Main dashboard](https://helpdesk.applicaa.com/course-1-first-impressions?hsLang=en#main-dashboard) - [Homepages](https://helpdesk.applicaa.com/course-1-first-impressions?hsLang=en#homepages) - [Reporting on Admissions+](https://helpdesk.applicaa.com/course-1-first-impressions?hsLang=en#reporting-on-admissions) - [Course 2 - Profiles](https://helpdesk.applicaa.com/course-2-profiles?hsLang=en#main-content) - [Student Profile](https://helpdesk.applicaa.com/course-2-profiles?hsLang=en#student-profile) - [Parent Profile (Not for Yr 12)](https://helpdesk.applicaa.com/course-2-profiles?hsLang=en#parent-profile-not-for-yr-12) - [Application statuses](https://helpdesk.applicaa.com/course-2-profiles?hsLang=en#application-statuses) - [Manage users](https://helpdesk.applicaa.com/course-2-profiles?hsLang=en#manage-users) - [Staff users & permissions](https://helpdesk.applicaa.com/course-2-profiles?hsLang=en#staff-users-permissions) - [Sixth Form Only](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#main-content) - [Subject Options](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#subject-options) - [References](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#references) - [Courses Step](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#courses-step) - [Form Groups](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#form-groups) - [Account Creation](https://helpdesk.applicaa.com/sixth-form-only?hsLang=en#account-creation) - [Course 3 - Application process in detail](https://helpdesk.applicaa.com/course-3-application-process-in-detail?hsLang=en#main-content) - [Application form customisation](https://helpdesk.applicaa.com/course-3-application-process-in-detail?hsLang=en#application-form-customisation) - [Application phases & settings (the journey)](https://helpdesk.applicaa.com/course-3-application-process-in-detail?hsLang=en#application-phases-settings-the-journey) - [Course 4 - Communications & Events](https://helpdesk.applicaa.com/course-4-communications-events?hsLang=en#main-content) - [Communications](https://helpdesk.applicaa.com/course-4-communications-events?hsLang=en#communications) - [Event Creation & Settings](https://helpdesk.applicaa.com/course-4-communications-events?hsLang=en#event-creation-settings) - [Manage registrations](https://helpdesk.applicaa.com/course-4-communications-events?hsLang=en#manage-registrations) - [Course 5 - Checks, Troubleshooting & Go-Live!](https://helpdesk.applicaa.com/course-5-checks-troubleshooting-go-live?hsLang=en#main-content) - [Nursery, Primary & Secondary Only](https://helpdesk.applicaa.com/course-5-checks-troubleshooting-go-live?hsLang=en#nursery-primary-secondary-only) - [Troubleshooting](https://helpdesk.applicaa.com/course-5-checks-troubleshooting-go-live?hsLang=en#troubleshooting) - [New Cycle](https://helpdesk.applicaa.com/course-5-checks-troubleshooting-go-live?hsLang=en#new-cycle) - [Course 6 - Timetable & Options (Yr 9 & 12)](https://helpdesk.applicaa.com/course-6-timetable-options-yr-9-12?hsLang=en#main-content) - [Timetable Overview](https://helpdesk.applicaa.com/course-6-timetable-options-yr-9-12?hsLang=en#timetable-overview) - [Options step by step & settings](https://helpdesk.applicaa.com/course-6-timetable-options-yr-9-12?hsLang=en#options-step-by-step-settings) - [Clashes & Optimisation](https://helpdesk.applicaa.com/course-6-timetable-options-yr-9-12?hsLang=en#clashes-optimisation) - [Course 7 - Meetings & Offers](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#main-content) - [Setting up meetings](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#setting-up-meetings) - [Adding students (or parents)](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#adding-students-or-parents) - [Sending Invitations](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#sending-invitations) - [Conducting & Managing Meetings](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#conducting-managing-meetings) - [Offer phase settings](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#offer-phase-settings) - [Making & managing offers](https://helpdesk.applicaa.com/course-7-meetings-offers?hsLang=en#making-managing-offers) - [Course 8 - Transition Features & Taster Days](https://helpdesk.applicaa.com/course-8-transition-features-taster-days?hsLang=en#main-content) - [Transition Tool](https://helpdesk.applicaa.com/course-8-transition-features-taster-days?hsLang=en#transition-tool) - [Sorting Hat](https://helpdesk.applicaa.com/course-8-transition-features-taster-days?hsLang=en#sorting-hat) - [Taster Days](https://helpdesk.applicaa.com/course-8-transition-features-taster-days?hsLang=en#taster-days) - [Course 9 - Sixth Form Enrolment](https://helpdesk.applicaa.com/course-9-sixth-form-enrolment?hsLang=en#main-content) - [Preparing your system for enrolment day](https://helpdesk.applicaa.com/course-9-sixth-form-enrolment?hsLang=en#preparing-your-system-for-enrolment-day) - [Enrolment final checks & troubleshooting](https://helpdesk.applicaa.com/course-9-sixth-form-enrolment?hsLang=en#enrolment-final-checks-troubleshooting) - [Enrolment process overview](https://helpdesk.applicaa.com/course-9-sixth-form-enrolment?hsLang=en#enrolment-process-overview) - [Post-Enrolment Tools](https://helpdesk.applicaa.com/course-9-sixth-form-enrolment?hsLang=en#post-enrolment-tools) - [Data & Integrations (IT & Data Managers)](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#main-content) - [Connect to your MIS](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#connect-to-your-mis) - [Transferring data to and from your MIS](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#transferring-data-to-and-from-your-mis) - [Properties & useful info](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#properties-useful-info) - [Insights Area](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#insights-area) - [Data Compliance](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#data-compliance) - [Your AI Assistant](https://helpdesk.applicaa.com/data-integrations-it-data-managers?hsLang=en#your-ai-assistant) - [Bursary16+](https://helpdesk.applicaa.com/bursary16?hsLang=en) - [Customer training timetable & in depth guides.](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#main-content) - [Customer Training Schedule](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#customer-training-schedule) - [Nursery & SIF](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#nursery-sif) - [Reception, Year 7, Middle School, In Year](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#reception-year-7-middle-school-in-year) - [Sixth Form](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#sixth-form) - [Exams+](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#exams) - [Data+](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#data) - [MAT Dashboard](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#mat-dashboard) - [Miscellaneous](https://helpdesk.applicaa.com/customer-training-timetable-in-depth-guides?hsLang=en#miscellaneous) - [Subscriptions and Upgrading](https://helpdesk.applicaa.com/subscriptions-and-upgrading?hsLang=en#main-content) - [Billing, T&Cs, 1:1 CSM Service](https://helpdesk.applicaa.com/subscriptions-and-upgrading?hsLang=en#billing-tcs-11-csm-service) - [Find out more about our products](https://helpdesk.applicaa.com/subscriptions-and-upgrading?hsLang=en#find-out-more-about-our-products) - [Applicaa Futures](https://helpdesk.applicaa.com/applicaa-futures?hsLang=en#main-content) - [ApplicaaOne and Applicaa Futures](https://helpdesk.applicaa.com/applicaa-futures?hsLang=en#applicaaone-and-applicaa-futures) - [First Media](https://helpdesk.applicaa.com/first-media?hsLang=en) [![APPLICAA\_LOGO-1024x350-4](https://helpdesk.applicaa.com/hs-fs/hubfs/APPLICAA_LOGO-1024x350-4.webp?width=150&height=51&name=APPLICAA_LOGO-1024x350-4.webp "APPLICAA_LOGO-1024x350-4")](http://applicaa.com) Admissions+ Knowledge Base Copyright © 2025, Applicaa Ltd