Overview
The Merge Employees feature lets IT admins combine two duplicate employee records into one. When employees are added through multiple sources (e.g., manual entry and directory sync), duplicates can occur. Merging consolidates all data — including assigned devices, contact information, and Managed Apple IDs — into a single, unified record.
⚠️ This action is irreversible. Once merged, the secondary record is permanently removed. The remaining employee must log in using the Primary record's credentials. Please notify the employee of any credential changes before merging.
Prerequisites
You must have Admin access to the Swif portal.
At least two employee records must exist in Employee Manager.
Step-by-Step Guide
Step 1 — Select Employees to Merge
Navigate to Employee Manager in the Swif portal.
Select two employee records using the checkboxes.
In the bottom action bar, click Merge Employees.
The merge modal opens, displaying both employees side by side. One is automatically labeled Primary and the other Merge From.
Step 2 — Choose the Primary Record
The Primary record is the one that will be kept after the merge. The Merge From record will be removed.
To switch which record is Primary, click the Swap button (↔) between the two employee cards.
You can swap as many times as needed — the last selection before confirming is what will be used.
You can also click either employee card to re-select a different employee.
Tip: Choose the Primary record based on which has the most accurate or up-to-date information, and which credentials the employee should continue using.
Step 3 — Review Data & Resolve Conflicts
Before confirming, review all field categories displayed in the modal:
Category | Examples |
Personal Information | Name, date of birth, employee ID |
Contact Information | Email addresses, phone numbers |
Employment Information | Department, job title, manager |
Devices | Assigned laptops, phones, tablets |
Activities | Onboarding/offboarding history |
Managed Apple ID | Apple Business Manager identity |
Conflict indicators:
A red circle (⊘) appears next to fields on the Merge From record that conflict with the Primary record.
For conflicting fields, the Primary record's value is kept by default.
Use the Swap button if you realize the other record has the correct value for a conflicting field.
Step 4 — Confirm the Merge
Review the warning at the bottom of the modal: "This action is irreversible. After merging, the employee must log in using the Primary record's credentials. Please notify them of the change."
Click Merge Employees to confirm.
The Merge From record is removed, and the Primary record is updated with the consolidated data.
Canceling a Merge
Click Back or Cancel at any point before confirming. The modal closes and no changes are made to either record.
Frequently Asked Questions
Can I undo a merge?
No. Merging is permanent. Always double-check which record is set as Primary before confirming.
What happens to devices assigned to the Merge From employee?
All devices are transferred to the Primary employee record automatically.
What if both records have conflicting email addresses?
The Primary record's email is kept. If the Merge From record has the correct email, use the Swap button to make it the Primary before merging.
Does the employee need to do anything after a merge?
If their login credentials change (i.e., the Primary record uses different credentials than what they've been using), they'll need to log in with the Primary record's credentials going forward. Notify them before merging.
Can I merge more than two employees at once?
No. The merge flow supports exactly two employee records at a time.