We received the following notification: You have used 100% of your contact record limit. Your CRM database is growing! You are using 1122 of the 1000 records allocated to your account. However, when I look at my contact list, I only have 817 records and I cannot create new contacts.
Hello @PMARTINSKY,
Thanks for reaching out to the Community ! I can understand it might be confusing to see different numbers on the limit notice vs the contacts you see in your portal.
To confirm, are you reviewing the number of contacts in the ‘All Contacts’ tab in the contact index page, or are you only looking at the ‘My Contacts’ tab ? I’m thinking there might be a difference between the number of contacts assigned to you vs all the contacts stored in your CRM. Please see image below for reference.
@karstenkoehler also explains the new contact limit on this comment.
Let us know if you have any questions trying the above !
Cheers,
Josefina - Community Moderator
Hi @PMARTINSKY,
Given that the HubSpot Community is a public space, I have edited your image content for security and confidential reasons. I have DM you so we can look into your data further.
Cheers,
Josefina, Community Moderator
Greetings,
It seems like you’re facing issue with the free version, previously it used to offer “1,000,000 contacts”.
Last seen on 17 Sep 2024.
Now its decreased to “1000 contacts”.
Update first seen on 18 Sept 2024:
That is why you could have received the notifiaction.
Particular point mentioned by you that, you can only see 817 records, could possibly indicates contacts exist however you can’t see because of the permission. So you might need to check all the contacts from all the users, it would show the total count that is notified to you.
You might need to upgrade to create more contacts. As it is mentioned in the catalog(https://legal.hubspot.com/hubspot-product-and-services-catalog😞
Hope this helps, if it does then help the community by marking it as a solution.
Happy HubSpotting.
Thanks & Regards,
Dilshad Shaikh
Bonjour,
J’ai bien pris note de votre message.
Sachant que je n’ai que ,817 contacts réels, quel est le moyen le plus
simple pour checker les éventuels doublons ou autres sources d’erreurs qui
pourraient faire passer le nombre total à plus de 1000? Merci beaucoup pour
votre aide
Hi @PMARTINSKY , this situation is confusing but actually pretty common on Free accounts.
The key thing to know is that the contact limit counts all contact records in the portal, not just the ones that appear in your current list view. Even if “All contacts” shows 817, you can still be over the 1,000 limit if some contacts are hidden from that view due to filters, lifecycle status, or how they were created.
A few specific places to check. First, make sure the “All contacts” view truly has no filters at all. Even something subtle like lifecycle stage, marketing contact status, or owner can reduce what you see while those records still count toward the limit. Second, check for contacts created via forms, integrations, or inbox conversations. Unsubscribed, bounced, or unmarketable contacts still count toward the total in Free CRM.
Duplicates are another big one. HubSpot’s duplicate management tools are very limited on Free, so two contacts with different emails but the same person will still count as two records. You can surface some of these by sorting contacts by create date and scanning for bursts of creation from the same source, like forms or imports (Deduplicate records in HubSpot )
Finally, deleting contacts is the only way to truly go back under the limit. Archiving or unsubscribing won’t help. Once deleted, it can take a short while for the contact count banner to update.
Since a Community Manager already DM’d you, that’s the right next step. They can see the true backend count and confirm exactly where those extra contacts are coming from. This usually ends up being hidden contacts rather than a math error.