Checking duplicate pet records before merging histories

Check duplicate pet records by comparing the core facts side by side before merging anything: owner, dog name, breed, date of birth, and the vaccine dates. Merge only when you can explain every difference. If you cannot, keep both records and flag them for the manager.

The side-by-side check

Write the two records in two columns and compare line by line:

Field	Record A	Record B
Owner	R. Patel	R. Patel
Dog	Biscuit	Biscuit
Breed	Cocker spaniel	Cocker spaniel
Born	Mar 2021	Mar 2021
Rabies	12 Jan 2025	12 Jan 2025

If every line matches, the records are almost certainly the same dog. If one line differs, decide whether the difference is a typo or a real distinction.

Deciding which history to keep

The merged record should keep the earliest check-in date, the most recent vaccine dates, and all feeding and behaviour notes from both. Read both note sets before merging so you know what you are combining.

When not to merge

Two dogs with the same name in one household are not duplicates. Neither are two dogs with the same name and breed but different owners. If the owner differs at all, stop and check with the manager.

After the merge

Write a short note on the surviving record: Merged from duplicate on [date]; both histories combined. Do not delete the second record until the manager has seen the merge note.

Consider a dog named Marlow. Two records existed, one created at check-in and one by phone. The columns matched on every line except the phone number, which had a transposed digit. The desk confirmed the correct number with the owner, merged the records, and kept the earlier check-in date. The visible change: Marlow's record now showed one continuous history, and the next vaccine reminder went to the correct number.

Related: Dog Daycare Manager features.