Merge Participant Records

Last updated: October 28, 2026

Merge two people records into a single record when the same participant exists in Rally twice. This usually happens when a participant schedules an interview or signs up with a different email than the one already in Rally, or when an import accidentally creates duplicates.

When you merge, you choose which record to keep (the primary record). Everything Rally can move from the other record (the duplicate) is moved onto the primary, and the duplicate is removed from your workspace.

Merge two people records

Merging people records requires the "Merge people records" permission, which is included by default in the Admin and Ops Manager roles.

  1. Open the People database, a population, or a study's participant table, then search or filter to find the two records. Select the checkboxes for exactly 2 people.

  2. Select More actions > Merge records.

  3. Review the three columns: the duplicate record, the primary record, and the merge preview. The property values for both people will be combined. If both records have a value for the same property, the primary record's value is kept.

  4. To keep the other record instead, select Make primary above the duplicate record. The two records swap places.

  5. Scroll through each record to review the values and check that the merge preview looks correct.

  6. Select Confirm merge.

What happens when you merge

Merging records is permanent and can't be undone. The duplicate record is removed from your workspace once the merge finishes.

Merges run in the background and usually finish within a few moments. When the merge is complete, Rally shows a success message and adds a Person merged event to the primary record's activity timeline.

Moves to the primary record

Stays with the primary only (duplicate's copy is removed)

Study participation and statuses
Screener and consent responses
Interview bookings
Participant ratings
Notes
Population, list, and signup form memberships
Email addresses
Property values (when the primary doesn't already have one)
Email history (sent, opened, clicked) and study messages
Activity timeline events

Property values the primary already has
Governance results (the primary's are kept)

If both people are in the same study, Rally combines them into a single participant in that study instead of creating two. Screener responses for the same screener are not duplicated: if the primary already has a submission, the primary's submission is kept.

When records can't be merged

Rally checks both records before the merge and shows the reason if they can't be merged. You can't merge when:

  • The duplicate record has a scheduled interview. Cancel or complete the interview first, or select Make primary so the person with the interview becomes the primary record.

  • Either record belongs to an exclusive population and the merge would leave the combined record in more than one population, or in two exclusive populations. This also applies when both records are in the same exclusive population.

  • Either record is already part of a merge that is still in progress.