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Why Do I Have Duplicate Automatic App User Profiles in My Account?

 

Note: Duplicate Automatic App User Profiles (Prevention & Resolution) is available on all Time Doctor plans and can be accessed by Owners & Admins.

 

TL;DR:
 
Duplicate Automatic App user profiles typically occur due to sign‑ins on multiple devices or user profiles (including VMs/terminal servers), OS reinstalls, or admin/AD scenarios. Prevent duplication by restricting sign‑ins, avoiding shared devices, and managing installations centrally. If a duplicate already exists, either delete the profile that will no longer be used or request a data merge from support when data from both profiles must be retained.

 

Before starting

  • Confirm whether an existing duplicate profile should be kept or removed.
  • Decide whether historical tracked data from both profiles must be retained (merge) or whether one profile can be deleted.

 

Important: If tracked time from one duplicate profile is not needed, delete that profile and keep the most recent one active. If data from both profiles is required, email support@timedoctor.com and request a merge of Automatic App user profiles.

 

  1. Prevent common causes of duplicate Automatic App user profiles1) Sign‑ins on multiple computers

    • Avoid logging into the Automatic App on two different computers (whether one at a time or simultaneously). This creates separate Automatic App user profiles.
  2. Multiple OS user profiles on the same computer
    • Do not install or use the Automatic App on shared computers with multiple user profiles.
    • If the Automatic App is already installed under one OS user, do not sign in using a different OS user to bypass tracking or to “borrow” a device. Each OS user sign‑in can generate a new Automatic App user profile.

  3. System/domain administrators

    • By default, the Automatic App does not run for system or domain administrator accounts on domain‑joined machines. Only enable tracking for admin accounts if required by policy.

    • If tracking is needed for admins, enable it in Settings → Company Settings (follow internal policy) and ensure installation is performed with approved deployment tools.

  4. Virtual machines (VMs) and terminal servers

    • Avoid logging into virtual environments (e.g., VirtualBox, VMware, Parallels) and the host machine with the same Time Doctor user. Each environment can generate another Automatic App profile.

    • The same applies to remote/terminal server sessions; logging in there can create additional profiles.

  5. OS reinstall or device reformat

    • Reinstalling the OS or wiping a device followed by a fresh Automatic App install can create a new profile. When this happens and data continuity is required, contact support@timedoctor.com to request a merge.

  6. Azure Active Directory / Entra ID and other directory scenarios

    • Using the same credentials to log into both Entra ID–managed VMs and local machines can create separate Automatic App profiles for the same person. Standardize the login flow and limit tracked environments to prevent duplication.

Recommended controls to minimize duplicationCentralize installation & approvals
  • Use GPO, Intune, JumpCloud, Jamf, or other approved mass‑deployment tools to install the Automatic App only on machines or user groups that must be tracked.
  • Enable and monitor New Automatic Users under Settings → Users when the Review and approve new automatic application users configuration is turned on. Automatic App only for those users in the newly created groups.

 

Scope tracking to specific users

  • In Active Directory/Entra ID, create a dedicated security group for users whose activity must be tracked.
  • Deploy the Automatic App (via GPO or other MDM) only to that group to avoid accidental tracking and duplicate profile creation.

 

Enforce one‑device/one‑profile

  • Assign a primary device per Automatic App user whenever possible.
  • Discourage use of shared devices and borrowing machines; if unavoidable, ensure the same OS user profile is used and is authorized to track.

 

Plan for admin accounts and VMs

  • Decide whether admin and VM/terminal‑server sessions should be tracked. If yes, configure exceptions deliberately and document them, understanding this can generate additional profiles.

 

Resolution options when duplicates already exist

Option A — Keep only one profile (fastest)

    1. Identify the correct/current Automatic App user profile to keep (usually the most recent).
    2. Delete the other duplicate profile(s) that will no longer be used.

 

Option B — Preserve data from all profiles (merge)

    1. Collect the profile identifiers (names, device info, last active time).
    2. Email support@timedoctor.com and request a merge of Automatic App user profiles.
    3. Indicate which profile should remain primary after the merge.

 

 

 


Should there be any inconsistencies or concerns regarding the article, contact support@timedoctor.com for prompt assistance.