Duplicate Candidate Profiles in ATS Workday Greenhouse Workable

Duplicate candidate profiles are one of those hiring-system problems that feel invisible until they hit you. Suddenly your referral “didn’t attach.” Your application looks like it vanished. A recruiter says they “can’t find you.” Or the ATS shows two versions of you, and the one with the referral is not the one tied to the job.

This post breaks down how identity matching works in popular ATS setups (Workday vs Greenhouse vs Workable), why duplicates happen even when you swear you only applied once, why referrals often fail to attach, and the only safe fixes you can request without accidentally making your situation worse.

If you’re dealing with a referral that won’t connect, you can also use this focused walkthrough: Referral Didn’t Attach Troubleshoot Workday Greenhouse Workable SuccessFactors.

Quick promise: by the end, you’ll know exactly what details to check (email, phone, login method, job link type), what to ask the recruiter or HRIS team to do, and what not to do.

How ATS identity matching works (email, phone, SSO) and why it creates duplicates

An ATS is basically a database plus a set of rules that decides whether “this person already exists.” The part that causes trouble is that those rules vary by system, by company configuration, and sometimes even by candidate source (employee referral portal vs public job board vs agency submission).

The three identity anchors most systems rely on

Most matching logic uses a combination of:

• Email address: Often treated as the primary unique identifier. Some systems treat it as unique “per tenant,” others allow multiple profiles with the same email if created through different channels.

• Phone number: Helpful but inconsistent. Formatting differences (country code, dashes, spaces) can prevent matching, and some systems don’t enforce uniqueness on phone at all.

• SSO or social login identity (Google, LinkedIn, Microsoft): This can create a separate identity record if you first created an account via SSO and later applied using email and password, or vice versa.

Now layer in reality: people use multiple emails (personal, school, former employer), change phone numbers, turn off LinkedIn autofill, or type “(555) 123-4567” one time and “+1 5551234567” the next.

Why Workday duplicates are so common

Workday is often both HRIS and ATS. Companies can configure candidate accounts in ways that make duplicates more likely:

• Multiple Workday “candidate homes”: You might apply to Company A’s Workday tenant and later Company B’s tenant, which is normal, but within one tenant you can still end up with multiple accounts if the company’s setup permits it.

• Different entry points: An employee referral portal link can route through a different flow than the public careers site. If that flow creates a new candidate record before it checks for an existing one, you can get two profiles.

• Email verification and login behavior: If you start an application without logging in, then later “create account” with a different email, you can strand an incomplete profile that still counts as a candidate record.

What it looks like from your side: you “have an account,” you can log in, and you can see an application. But the referral may have attached to the other profile, the one you cannot access.

Greenhouse identity matching in plain English

Greenhouse typically has a candidate object that can contain multiple email addresses, and companies can decide how strict to be about duplicate detection.

Duplicates happen when:

• A recruiter or employee manually adds you with one email, then you apply with another.

• You apply to multiple jobs using different emails.

• A partner board submits you with a different email format.

Greenhouse is generally better than many systems at merging, but the merge process is still a human action and the “wrong” merge direction can lose attribution data if done carelessly.

Workable matching and why source attribution can still break

Workable is usually straightforward for candidates, but duplicates still happen due to:

• Applications submitted through different sources (referral link vs direct apply vs recruiter add).

• Slightly different emails, including plus addressing (example: name+jobs@gmail.com) which some systems treat as a separate email.

• Candidates applying via mobile one time and desktop the next, then completing “create profile” differently.

The key takeaway: the ATS does not “know” you are you. It only knows the identifiers it is configured to trust.

Takeaway: Before you try to fix anything, identify which “anchor” likely changed between attempts: email, phone, or login method (SSO vs password). That’s usually the root of the duplicate.

Why referrals don’t attach when a duplicate profile exists

Photo by George Milton on Pexels

Referrals usually attach through a chain of events that has to stay intact from click to submission. Duplicates break that chain.

The referral attachment chain (what has to go right)

In most ATS setups, a referral “attaches” when:

1. The employee generates a referral link or submits you in a referral portal.

2. That referral is associated with a specific candidate identity record.

3. You apply to a specific job requisition while the ATS can still recognize that identity.

4. The job application record inherits the referral source or referral relationship.

Duplicates can break steps 2 or 3.

Common failure scenarios (real-world examples)

Scenario A: You used a different email than the employee referred.

• Your referrer enters alex@gmail.com.

• You apply using alex@school.edu.

• The ATS creates a new candidate record for the application and treats it as unrelated to the referral.

Safe action: reapply only if instructed, and ask the recruiter to move the referral attribution, or merge profiles correctly.

Scenario B: You clicked the referral link on your phone, but completed the application on your laptop without the link.

This happens a lot. Referral cookies, session tokens, and tracking parameters often don’t survive device switches.

• You open the referral link on mobile.

• Later you search the role directly on Google and apply from scratch on desktop.

• Your application becomes “direct applicant,” not referred.

Safe action: if the role is still open, ask the recruiter whether they prefer you to withdraw and reapply via the original referral link (some systems allow this safely, others do not). If you’re in Workday, this is especially sensitive because “withdrawing” can still keep the original candidate identity and not actually reset the source.

Scenario C: The company uses SSO for candidates, and you created a second account accidentally.

• First attempt: you used Google sign-in, which created Identity A.

• Second attempt: you used email and password, which created Identity B.

• Referral linked to Identity A, application is under Identity B.

Safe action: ask recruiting operations to confirm which identity is tied to the requisition application, then attach the referral to that application, or merge identities (if the system supports it cleanly).

Why “already applied” makes this worse

Once an application exists, the ATS may block a second submission to the same requisition. In some systems, a referral can still be added after the fact by internal users, but it depends on permissions and configuration.

If you’re in this situation, this guide can help you understand what’s possible without guesswork: Already Applied Can a Referral Still Attach Workday Greenhouse.

The hidden problem: merges can drop source data

Candidates often think “merge the profiles” is always the answer. It can be, but it can also erase the very thing you care about.

Why?

• Referral attribution might live on the application record, not the candidate profile.

• Notes and activities might live on one profile while the application lives on another.

• Merge direction matters: if the system keeps Profile B as primary and B has “direct applicant” source, you can accidentally lose “referred” source unless the recruiter manually fixes it.

Takeaway: A referral not attaching is usually not “the referrer did it wrong.” It’s usually an identity mismatch, a broken tracking session, or an application created under a different profile than the referral.

The only safe fixes that don’t accidentally make it worse

Photo by Scott Webb on Pexels

There are three categories of fixes, and only one of them is truly safe for you to do alone. The others require the company’s recruiting team.

Safe fix #1 (you can do it yourself): standardize your identity before you apply

Before applying anywhere, choose one consistent identity and stick to it:

• Use one primary email for all job applications.

• Use one phone number format consistently (include country code if you can).

• Pick one login method (SSO or password) and don’t switch midstream.

Then do this checklist before you submit:

• Confirm the email on the application form matches the email the employee used for the referral

• If you’re switching devices, restart from the referral link on the device you’ll submit from

• Avoid plus addressing (name+tag@gmail.com) unless you know the ATS handles it well

• Don’t “start an application” casually, finish it or discard it intentionally

Micro-script to send your referrer (prevention):

“Can you refer me using this email and phone exactly? Email: ____ Phone: ____ I’ll apply from the referral link on the same device.”

Safe fix #2 (requires recruiting ops): attach the referral to the existing application

In many teams, the cleanest solution is not a merge. It’s simply updating the application source or referral relationship.

When you contact the recruiter or coordinator, send a message that makes it easy to act:

Message template (copy/paste):

“Hi ____. I think my referral didn’t attach due to a duplicate candidate profile. I applied to Job Req ID ____ using email ____ and phone ____. My referrer is ____ (employee) and they submitted the referral using email ____ on (approx date). Can you confirm which candidate profile my application is under and attach the referral to that application if possible?”

Why this works: it gives them the minimal fields they need to locate both records.

Safe fix #3 (last resort, requires expertise): merge candidate profiles carefully

Merging is appropriate when:

• The company cannot attach a referral after submission.

• You have multiple active applications split across profiles.

• Recruiters are missing history, messages, or interview feedback because it’s fragmented.

Rules for a safe merge request:

1. Ask them to identify which profile has the active application tied to the requisition.

2. Ask them to preserve the profile with the “best” activity history (emails, notes, interviews).

3. Ask them to confirm whether merging preserves source and referral attribution.

What not to do:

• Don’t create a third account to “try again.” That usually makes it worse.

• Don’t spam multiple applications to the same role unless the recruiter explicitly instructs it.

• Don’t withdraw your application as a first move. In some systems, withdrawal does not reset source, and it can reduce recruiter visibility.

Workday vs Greenhouse vs Workable, the practical differences

Here’s a grounded way to think about the safest fix by system:

• Workday: prioritize “attach referral to existing application” over “reapply.” Workday flows can create parallel identities, and withdrawal or reapply can leave you stuck. Merging may require HRIS support.

• Greenhouse: merges are common and usually manageable, but merge direction matters. Ask them to confirm the primary profile will retain source or that they will correct attribution.

• Workable: if duplicate profiles exist, support or recruiting ops can usually reconcile, but it still helps to standardize your email and avoid multiple submission paths.

Takeaway: The safest fix is usually internal: have the recruiting team locate both records, then attach the referral to the specific application tied to the requisition. Merging is a tool, not a default.

A step-by-step playbook to prevent duplicates and protect your referral

Think of this like boarding a plane. Your referral is the ticket, and your identity details are the name on the ticket. If the name doesn’t match, the gate agent has to intervene.

Step 1: Pick your “job-search identity” and write it down

Decide these once and reuse them everywhere:

• Primary email: the one you will always apply with

• Backup email: only for account recovery, not applications

• Phone number format: include country code

• Name format: consistent spacing and punctuation (especially if you have a hyphenated last name)

If you’re actively applying, put this in a note on your phone so you can copy/paste accurately.

Step 2: Align with your referrer before they submit

Ask your referrer:

• Which email and phone they should enter

• Whether they’re referring you through an internal portal or a generated link

• Whether you should apply immediately after the referral is submitted

This matters because some companies have referral links that expire quickly, or referral submissions that take time to propagate.

Step 3: Apply in a way that preserves the referral session

Best practices that reduce “session breaks”:

1. Open the referral link on the device you will submit from.

2. If the ATS asks you to create an account, do it in the same session.

3. Don’t open a new tab and search for the job separately.

4. Don’t change your email mid-application.

If you need to pause, bookmark the exact referral link, not the company’s generic careers page.

Step 4: If something looks off, stop and verify before you submit

Warning signs you might be creating a duplicate:

• The site prompts you to create an account even though you already have one

• Your autofill inserts a different email than you expected

• You see a “welcome new user” email after you already had an account

• The application portal shows no history even though you applied before

If any of those happen, it’s often better to pause and email the recruiter or your referrer than to submit under a new identity.

Step 5: If the referral didn’t attach, escalate with the right details

When you reach out to recruiting support, include:

• Job requisition ID or job URL

• The email you applied with

• Your phone number

• Referrer name and referrer email (if they’re comfortable sharing)

• Approximate dates for referral submission and your application submission

Keep it short. The goal is to help them locate your records quickly.

Step 6: Confirm the fix in writing

After they say it’s fixed, ask one direct question:

“Can you confirm my application now shows as employee-referred for this requisition?”

This prevents silent partial fixes, like merging profiles but not fixing source attribution.

Takeaway: Duplicates are mostly preventable with consistency (same email, same login method, same device session). When prevention fails, the fastest resolution is a precise message that helps recruiting ops find both records and update the specific application.

If you’re tired of referral confusion and want a more reliable way to manage referral requests and keep your job search organized, start here: Referral Didn’t Attach Troubleshoot Workday Greenhouse Workable SuccessFactors. It’ll help you diagnose what broke, gather the right details, and communicate clearly with recruiters so you don’t lose momentum.

All images in this article are from Pexels: Photo 1 by George Milton on Pexels. Photo 2 by Scott Webb on Pexels. Thank you to these talented photographers for making their work freely available.