Manage Duplicate Contacts in HubSpot
The purpose of this guide is to provide a step-by-step process for managing duplicate contacts in HubSpot. It covers how to identify and view duplicate contacts and best practices for assessing potential duplicates, including last name updates due to marriage or legal changes. Additionally, this guide outlines the merging process, key considerations before merging, and precautions to ensure data integrity and accuracy.
Viewing Duplicate Contacts
Navigate to Contacts in HubSpot.
Click Actions and select 'Manage Duplicates' to view suggested duplicates.
HubSpot identifies duplicates based on matching names, email addresses, or company associations.
Assessing Duplicate Contacts
Click the Contact name to review the contact's email, name, and associated company to confirm duplication.
Check LinkedIn for possible changes in companies or work. Consider last name changes due to marriage or legal updates.
If Confirmed as Duplicate Contact
Check engagement history, notes, and associated deals before proceeding.
Click Review to preview which Primary Contact to choose — select the one with the most accurate and up-to-date details.
Once a primary record has been selected, click Merge.
Note the following about merging: Merging records is irreversible. The final record retains the primary contact's email and property values unless stated otherwise. All associated records and timeline activities will be combined. Merged records are unenrolled from workflows unless settings allow re-entry. The new record gets a unique Record ID, but previous IDs remain accessible.
Notes
Merging contacts is irreversible.
The primary record retains most property values unless HubSpot rules specify otherwise.
All timeline activities and associations are combined into the final merged record.
Merged contacts may be unenrolled from workflows unless re-enrollment is allowed.
HubSpot identifies duplicates based on matching names, email addresses, or company associations.
Always check LinkedIn for employment or name changes before confirming a duplicate.