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Duplicate Card or Email Error When Adding a Person in BluSKY

Overview​

When adding a new person or credential in BluSKY, users may encounter one of the following messages:

  • “Card already exists in the system.”
  • “Email already exists in the system.”

These errors are common and typically occur when the card number or email address was previously assigned to a deleted person record that still exists in the database as a soft-deleted record.

Root Cause​

BluSKY uses a soft delete mechanism. When a person is deleted, their record is hidden from normal view but not permanently removed from the database. This allows for continued reporting and historical data integrity, such as event history, audit logs, and credential associations.

Because of this:

  • The card number remains associated with the deleted person.
  • The email address remains tied to that deleted record.
  • When you attempt to reuse either value, BluSKY performs a uniqueness check across both active and deleted records, triggering the duplicate error.

Scenarios​

1. Duplicate Card Number

You receive a message like:

  • “This card number already exists in the system.”
  • This means the card is still tied to a deleted person record.

How to Resolve​

1. Go to:

People > Personnel

2. Filter the list to include deleted records:

  • Open the Filter panel.
  • Under Status, select Active and Deleted (or Deleted only).

  1. Search by the card number in the search box.

  2. Locate the deleted person record that contains the card.

5. Option 1 (Preferred):

  • Undelete the person record.
  • Remove the card from their profile.
  • Save the record.
  • If desired, delete the person again (without the card).
  • You can now reassign the card to a new person.

6. Option 2 (Alternative):

  • Leave the record deleted.
  • Edit the deleted record, remove the card number, and save it.
  • The card number will now be free to reassign.

Best Practice:​

  • Before deleting a person who will no longer use a card, remove the card from their record first. This prevents reuse issues later.

Data Integrity Note

  • Events associated with the original person and card remain intact for reporting. New events generated after reassignment will link to the new person, preserving full event history for the card number across both users.

2. Duplicate Email Address

You receive a message like:

  • “This email address already exists in the system.”
  • This means the email address is associated with a deleted person record.

How to Resolve​

1. Go to:

  • People > Personnel

2. Filter the list to show deleted records:

  • In the Filter panel, select Active and Deleted or Deleted.

3. Search by the email address.

  1. Once found, choose one of the following:

Option 1 (Recommended):

  • Undelete the record and reuse it.
  • This preserves the person’s history and eliminates duplication.

Option 2:

  • Edit the deleted record, clear the email address field, save, and then delete again.
  • You can now reuse the email address for a new record.

Best Practice:​

Always undelete an existing person record rather than creating a new one if the same individual is returning. This maintains consistency and preserves the person’s historical data.

Summary Table

IssueCauseResolutionBest Practice
Duplicate CardCard tied to a deleted person recordSearch deleted records, undelete or remove card, saveRemove card before deleting a person
Duplicate EmailEmail tied to a deleted person recordSearch deleted records, undelete or clear email, saveUndelete record when person returns

Key Takeaways​

  • BluSKY’s soft delete preserves all records for historical and reporting integrity.
  • Duplicate errors are not system bugs but safeguards preventing conflicts with hidden data.
  • Always search with “Active and Deleted” filters when troubleshooting duplicates.
  • Whenever possible, reuse or undelete existing records to maintain a clean and accurate database.