What it is
Duplicates creep in whenever a candidate applies twice, comes from two channels, or is added by hand when they already exist. The duplicate review workspace surfaces likely pairs — matched on phone, email or name — and lets you resolve each one so a candidate has a single, complete record.
Keeping the pipeline clean matters more than it sounds. Two records for the same person split their history, hide an existing relationship, and risk you double-contacting them. Resolving duplicates merges that history into one place, with you in control of which details to keep when records disagree.
When to use it
- A candidate appears to be in your pipeline twice
- You’re tidying the pipeline after a high-volume intake
- Two channels brought the same person in
- You want a single, complete history per candidate
How it works
Step by step.
- 1
Open the duplicate queue
Hexis surfaces likely pairs, each with a match reason — phone-exact, email-exact, or a strong name match.
- 2
Compare the pair
Look at both records side by side. The match reason tells you why they were flagged so you can judge it quickly.
- 3
Decide the resolution
Choose merge into the existing record, keep both as separate people, or open the existing record if you need more context first.
- 4
Choose which fields to keep
When you merge, a per-field toggle lets you keep or replace each detail, so the surviving record has the best of both.
- 5
Resolve and move on
Confirm the resolution and the queue advances to the next pair. The merged candidate keeps a single, complete history.
Worked example
Follow it through.
The scenario
Priya Nair appears twice — once from a referral, once from a job-board application — flagged email-exact.
- 1 Open the duplicate queue; the Priya Nair pair sits at the top, reason "Email-exact".
- 2 Compare: the referral record has her licence; the board record has her latest mobile.
- 3 Choose Merge into the referral record.
- 4 On the field toggles, keep the licence from the referral and take the newer mobile from the board record.
- 5 Confirm the merge.
The result
Priya is now one record carrying her licence and her current mobile, and the duplicate is gone from your pipeline.
Tips & notes
Good to know.
- The match reason is your shortcut — phone-exact and email-exact are almost always true duplicates.
- Use keep both when two people genuinely share a name; merging them would be the real mistake.
- The field toggle is there for a reason — read it when records disagree so you don’t lose the better detail.
- Open existing when you’re unsure — you can review the full record before committing to a merge.
When you’re done
A de-duplicated pipeline where each candidate has one complete record.