In some situations, it’s possible to see a person represented multiple times in Vanta. Here are some ways this can happen:
Multiple tenures (Examples): The person left and re-joined the company. Or a person switched from a contractor to an employee.
Multiple IDP accounts: An admin provisioned new IDP accounts for the same person throughout that person’s employment. Prior IDP accounts are deleted or suspended.
A mix of manually-created and IDP-created people: Sometimes, Vanta or an admin can create multiple representations, depending on when accounts are provisioned.
Different emails (or other essential information): Sometimes, a person's basic information (e.g., email address) changes, and this is tracked as a separate person.
Having multiple representations for the same person is okay if these track separate employment. Each representation will have its onboarding and offboarding. Vanta ensures that there can only be one active representation for a person associated with a given email.
In situations where there are multiple representations, and they should represent the same employment, you can:
Determine if a duplicate representation can be marked as out of scope on the Integrations page. Maybe it’s made by mistake (such as an IDP account that’s created extra.)
Reach out to [email protected], and we can attempt to consolidate the representations.
Vanta may fail to load specific individuals from integrations, resulting in multiple active representations for that person.
An example of how this can happen is if:
IDP is connected, pulling in all users and creating people in Vanta
IDP user is marked out-of-scope, causing the related Vanta person to be out-of-scope
A person is created manually in Vanta with the same email address
The IDP user is marked back in scope. This would fail to resurface the original Vanta person for this IDP user. An error would show up on the related test:
One way to resolve this issue is to remove the manually created person, allowing the IDP-powered person to resurface the next time Vanta refreshes data from your IDP. You can also contact [email protected] for more help with your situation.