Merging duplicate contacts is essential for maintaining a clean, organized HubSpot database. Duplicates can clutter your system, lead to confusion, and make it harder to manage relationships effectively. With HubSpot’s merging feature, you can easily combine duplicate records to streamline your data. Here’s a comprehensive guide on how to merge contacts—or any other records like companies, deals, tickets, or custom objects—in HubSpot.
Step 1: Navigate to the Appropriate Section
- Log in to your HubSpot account.
- Go to the Contacts section if you’re merging contact records. Alternatively, if you’re merging other types of records, navigate to Companies, Deals, Tickets, or Custom Objects based on the record type you want to merge.
Step 2: Select the Primary Record
The primary record is the main record you want to keep after the merge. HubSpot will use the data in the primary record as the final information, although some data from the secondary record may also be retained.
- Locate and click on the name of the record you want to be the primary record.
- This will open the record’s details page, where you can see all relevant information associated with that record.
Step 3: Open the Actions Menu and Select “Merge”
- In the left panel, find the Actions dropdown menu.
- Click on Actions to open a list of options, and then select Merge.
Step 4: Choose the Secondary Record
- A dialog box will appear, prompting you to select the secondary record—the duplicate that will be merged into the primary record.
- Use the dropdown menu to search for and select the secondary record. This record’s information will be consolidated into the primary record, and it will no longer exist as a separate record after the merge.
Step 5: Complete the Merge
- After selecting your secondary record, review your choices to ensure you’re merging the correct records.
- Click Merge to complete the process. HubSpot will then combine the records, consolidating their information.
What Happens After the Merge?
After merging, HubSpot keeps the information from both records, with the primary record’s data taking precedence. Any associated interactions, such as emails or notes, from the secondary record will also be attached to the primary record. This helps you maintain a complete history in one consolidated contact, company, deal, ticket, or custom object record.
Why Merging is Important
Maintaining a clean and organized HubSpot database is crucial for effective relationship management and data analysis. Merging contacts or records helps reduce confusion, ensures better data accuracy, and provides a unified view of each entity.
Best Practices for Merging Contacts in HubSpot
- Verify Before Merging: Always double-check that the records are duplicates before merging, as merging cannot be undone.
- Use Naming Conventions: If you have multiple users in HubSpot, consider establishing naming conventions to reduce the chances of creating duplicate records.
- Regularly Audit Your Database: Regular audits help identify and merge duplicates early, keeping your database clean and efficient.
By following these steps, you can easily merge duplicate records in HubSpot, allowing for smoother operations and more accurate data in your CRM.