Managing Duplicates
Managing Possible Duplicate Meal Registrations
SchoolMealPass includes a duplicate review helper that helps staff spot registrations that may be for the same child, household, or meal service week. It is designed to help staff review possible issues faster, but it does not automatically cancel, block, or void tickets.
School staff reviewing meal registrations
This is for staff members who work from the Door List and need to review possible duplicate summer meal registrations before pickup, distribution, or meal service.
You need to compare possible duplicate records
Use duplicate review when the Door List shows a duplicate notice and staff need to decide whether to keep both registrations, void one, or mark the warning as reviewed.
Where to find duplicate review
- Log in to your TicketHarmony / SchoolMealPass backend account.
- Open Ticket Analytics.
- Select the form or ticket period you want to review.
- Open the Door List.
- Look for duplicate notices in the Door List grid.
What the duplicate checker looks for
Similar child information
The system may compare child first name, last name, similar spellings, age, grade, and school listed on the registration.
Parent or guardian information
The system may compare guardian name, email address, phone number, and other household-style registration details.
Other forms and pickup sites
Duplicate review can compare registrations across forms and sites under the same customer account. This helps catch cases where a child may have been registered at more than one pickup site.
Sunday through Saturday service week
The checker focuses on the selected meal service week, Sunday through Saturday. This helps avoid older records from prior weeks or prior years showing as current duplicate issues.
Imported or live meal service records
When available, the duplicate checker may also compare registrations against imported meal service data and live Meal Service records for the same customer and service week.
No automatic changes
A possible duplicate does not automatically void a ticket, cancel an order, or block a family from using their ticket. Staff decide what action is needed.
Understanding the duplicate buttons
Review Duplicate
This usually means the row you are viewing is the later or second registration that may duplicate an earlier record.
Click this button to compare the current registration against the possible matching registration.
Matched by Another Registration
This usually means the row you are viewing may be the original registration, and a newer registration matched back to it.
Click this button to see the newer registration that may be connected to this original row.
How to review a possible duplicate
- Open the Door List for the form and period you are reviewing.
- Find the row showing Review Duplicate or Matched by Another Registration.
- Click the button to open the duplicate review window.
- Compare both records side by side.
- Look at the child name, age, grade, school, guardian details, order information, and the reason the system flagged the match.
- If the records are truly duplicates, decide which registration should remain active.
- If one registration should not be used, open the ticket/order tools and void the correct ticket.
- If the warning is not a true duplicate, or staff have already handled it, use Mark Reviewed.
What the review window shows
Confidence score
A higher score means the records look more alike. The score helps staff prioritize review, but staff should still make the final decision.
Why it was flagged
The review window lists plain-language reasons such as same child name, same age, same grade, same school, same email, same phone, or same service week.
Side-by-side records
Staff can compare the current registration and the possible match without jumping between several pages.
View Data
Opens the full registration submission details for that record.
View Order
Opens the family’s ticket/order page when an order link is available.
Open Ticket Admin / Void
Opens the ticket management screen when staff need to void or adjust a ticket.
When should I void a ticket?
Same child registered twice for the same week
If the same child was registered twice for the same meal service week and only one registration should be used, staff may choose to keep one and void the duplicate.
Possible family or correction situation
If the records may involve split households, a corrected registration, similar names, or different children, staff should confirm before voiding anything.
What does Mark Reviewed do?
Mark Reviewed clears the duplicate warning after staff have looked at the record. This is useful when the registration is not actually a duplicate or when staff have already handled the issue.
Marking a warning as reviewed does not void a ticket, cancel an order, remove a registration, or notify a family. It only removes the duplicate warning from the Door List so staff know it has been reviewed.
Recommended staff workflow
Start with flagged rows
- Open the Door List for the active period.
- Review rows with duplicate buttons first.
- Compare the two records in the review window.
- Void only when staff are confident one registration should not remain active.
- Use Mark Reviewed after the issue is resolved or confirmed as not a duplicate.
Check related site records
- Duplicate review can match registrations across sites.
- The original row may show Matched by Another Registration.
- The later row may show Review Duplicate.
- Use the side-by-side review before making changes.
- Follow your local district process if staff are unsure.
Common issues
Does a duplicate flag mean the ticket is invalid?
No. A duplicate flag is only a review notice. The ticket remains active unless staff void it.
Why do I see a notice on both sites?
One site may contain the original registration, and another site may contain the later registration. Showing a notice on both sides helps staff review the match no matter which Door List they are viewing.
Why does one row say Review Duplicate and the other says Matched by Another Registration?
Review Duplicate usually appears on the later registration. Matched by Another Registration usually appears on the earlier or original registration that another row matched against.
Can two different children be flagged by mistake?
Yes, it is possible, especially with similar names, shared households, incomplete information, or families using the same contact details. That is why staff should review both records before voiding anything.
Will old records from last year show up?
Duplicate review focuses on the current Sunday-through-Saturday meal service week, so older records should not be treated as current duplicate problems.
What if the family meant to change pickup sites?
Review both records and follow your local process. Staff may choose to keep the correct registration and void the one that should not be used.
What if I already handled the duplicate?
Use Mark Reviewed to clear the warning from the Door List after the issue has been handled.
Good to know
- Duplicate review is a helper, not an automatic cancellation tool.
- Tickets are not voided automatically.
- Families are not automatically notified when a duplicate warning appears.
- Duplicate review can compare registrations across forms and sites under the same customer account.
- The review is focused on the same Sunday-through-Saturday meal service week.
- The system may compare child details, guardian details, household details, and meal service data.
- Review Duplicate usually means the later registration may be the duplicate.
- Matched by Another Registration usually means another registration matched back to this row.
- Use the side-by-side review window before voiding a ticket.
- Use Mark Reviewed when the warning has been reviewed or is not a true duplicate.
No questions yet.
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