Managing duplicate contacts in HubSpot (and duplicate corporations) is usually a headache: it clutters your CRM, resulting in confusion or tying up your assets on redundant work. Whilst you can’t keep away from duplicates fully (if solely), you possibly can mitigate this. Nevertheless, in the event that they maintain displaying up, one thing’s off—both in your HubSpot setup or how your workforce is getting into knowledge.
Whether or not you are coping with a single duplicate HubSpot contact or making an attempt to scrub up lots of duplicate data unexpectedly, understanding find out how to forestall and repair these points will maintain your database correct and your workforce extra environment friendly.
So you’ve a bunch of duplicate contacts and/or duplicate corporations in your HubSpot occasion. What do you have to do? As we speak we’re going to reply every part you would possibly need to learn about managing duplicate data in HubSpot.
How does HubSpot deal with duplicate contacts?
HubSpot has a number of practices in place to deal with duplicate contacts. HubSpot will sometimes attain out about twice a month to let you realize you’ve received duplicate contacts that somebody might want to go in and merge.
Instance: Should you attempt to create two contacts named “Ted Mosby” with the identical e-mail, HubSpot will let you realize this file already exists, and immediate you to go to their contact web page.
Instance 2: Equally, in case you add “Mike Wazowski” with out an e-mail, then later add him once more with an e-mail—HubSpot will flag this for evaluate.
Instance 3: If “Luna Lovegood” seems twice in your CRM with the identical e-mail however barely completely different spellings (e.g., “Luna” vs. “Lunna”), HubSpot may also immediate you to merge them.
To attenuate the quantity of duplicates you’ve, HubSpot depends on e-mail addresses and consumer tokens, which is why you need to at all times add an e-mail tackle to a brand new contact. Should you add a brand new contact with out an e-mail, HubSpot received’t catch a replica.
To mitigate points, you can not create a number of contacts with the identical e-mail, it doesn’t matter what. HubSpot received’t allow you to create this manually.
How do I discover duplicate contacts in HubSpot?
In case your CRM is cluttered, use HubSpot’s built-in instruments to scrub it up. To verify for duplicate contacts, go to Contacts > Actions > Handle duplicates.
Should you suspect duplicates however HubSpot hasn’t flagged them, manually looking a reputation might present two data with the identical firm however completely different emails, serving to you merge them.
To search out duplicate corporations in HubSpot, observe the identical steps below the Corporations tab.
How do you merge duplicates in HubSpot? Particular person methodology
Whether or not you need to merge duplicate contacts or merge duplicate corporations in HubSpot, the method is comparable. Let’s say you discovered a replica file that HubSpot didn’t flag but.
To merge particular person data:
- Navigate to the main contact or firm, and click on Actions > Merge
- Within the popup, search the title of any duplicates (it may be a misspelled title or completely different cellphone quantity as an illustration). These can be added into the first contact/firm, i.e. the web page you’re on.
- Click on Merge to mix them!
HubSpot Quick Guide to Merging Contacts and Companies
However find out how to merge your HubSpot contacts/corporations in bulk
Should you’re on Operations Hub (Skilled & Enterprise), you possibly can handle duplicates extra simply with bulk merging within the duplicate management tool, and computerized duplicate merging primarily based on particular properties with customized coded workflow actions.
For Skilled and Enterprise customers, HubSpot presents a duplicate administration device:
- Navigate to Contacts or Corporations
- Click on Actions > Handle duplicates (the identical course of as discovering them)
- The desk reveals you side-by-side duplicates. Overview the potential duplicate pairs recognized by HubSpot’s AI, which compares properties like title, e-mail, and cellphone quantity.
- Merge or reject duplicates as wanted utilizing the buttons.
Bear in mind, if you wish to mix duplicate corporations in HubSpot, it’s the identical course of as merging duplicate contacts!
Heads up: when you merge data, you can not unmerge them, so be sure you’re deciding on the fitting ones!
Mechanically deduplicate contacts in HubSpot: Is that potential?
HubSpot would not but provide totally automated deduplication inside its native options, however there are workarounds. It’s also possible to take a look at one of the best practices under to attenuate how typically you want to deduplicate contacts.
To robotically deduplicate contacts, HubSpot’s Operations Hub permits for customized coding options to handle duplicates, reminiscent of scheduling deduplication. This is a little more superior – you possibly can arrange a workflow that triggers on file creation, makes use of a singular identifier (like e-mail), and runs a customized code motion to detect and merge duplicates.
The primary methodology requires coding and API data, so that you would possibly take into account integrating third-party instruments like Insycle or Koalify, which might establish and merge duplicates primarily based on customized guidelines and schedules. 
Wait – one in all my contacts stated they’re getting the identical e-mail twice. Is {that a} duplicate?
Brief reply is not any. HubSpot robotically deduplicates contacts primarily based on e-mail addresses to stop sending duplicate emails. Nevertheless, if contacts obtain the identical e-mail twice, this implies you need to evaluate your workflows and checklist segmentations to make sure they don’t seem to be triggering a number of sends to the identical recipient.
As an illustration, if a lead is in each a welcome sequence and a product replace marketing campaign, they may get the identical message from each. Equally, If “Mark Scout” is tagged as each a prospect and a buyer, and also you ship a mass e-mail to each lists, he’ll obtain two copies.
Alternatively, generally contacts use variations of their e-mail, reminiscent of by e-mail aliases (like these supplied by Apple or Proton Move), or add extensions to it (e.g. jimothy+take a look [email protected] will ship emails to [email protected] regardless of being completely different addresses.)
How you can keep away from duplicates and handle duplicates going ahead (so that you’re not always merging data)
Whereas you are able to do a one time repair, database well being (and your sanity) wants a system. You need to have a system for commonly reviewing and merging duplicate data, utilizing HubSpot’s duplicate administration device.
6 strategies to maintain duplicates at bay:
- All the time add an e-mail to new contacts and add domains for corporations. HubSpot will robotically merge contacts and firms (i.e. deduplicate them) primarily based on these fields.
- Schedule common opinions – Set time apart to catch and merge new duplicates earlier than they pile up.
- Use knowledge validation – Set guidelines in HubSpot to flag duplicate entries earlier than they’re created, like checking if an e-mail already exists.
- Prepare your workforce – Be certain that everybody is aware of find out how to enter knowledge correctly and keep away from duplicates.
- Standardize knowledge entry – Use constant formatting for names, emails, and firm particulars.
- Double-check imports – Earlier than importing a listing, clear and format the information to keep away from including duplicates.
Listed here are a number of superior deduplication methods:
- Use distinctive fields – You possibly can forestall duplicates by requiring distinctive values for as much as 10 customized properties per file sort. Simply verify the field when organising a property—this stops customers from getting into duplicate values.
- Bulk merge duplicates – When you have lots to scrub up, third-party instruments might help with bulk deduplication.
Are the supply of your duplicates from different programs (like Salesforce, your web site, Zapier, and so forth)? If sure, particular guidelines apply.
In case your HubSpot syncs with instruments like Salesforce, duplicates can creep in. To remain on high of it:
- Flip off auto-company creation in HubSpot to stop pointless duplicates.
- Monitor each programs commonly for duplicate data.
- Know the foundations – Totally different platforms deal with duplicates in another way, so be certain your deduplication methods align throughout programs.
Able to come up with duplicates or deal with the bigger problem?
Managing duplicate contacts and firms is an efficient begin, but when duplicates maintain popping up, the true problem would possibly lie deeper in your HubSpot setup. In case your HubSpot feels cluttered, complicated, or underutilized, you are not alone—and we might help.
Easy Strat’s “Repair My HubSpot” service untangles your CRM, simplifies complicated processes, and ensures your HubSpot setup totally helps your progress. Our HubSpot-certified specialists pinpoint precisely what’s inflicting your points and rework your CRM from a headache right into a dependable supply of readability, effectivity, and progress.
Prepared to show frustration into streamlined success? Let’s discuss.
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