When going through my data in Hubspot, I sometimes find multiple companies with the same domain name that Hubspot is not catching as being duplicates.
I want to make sure that when new contacts are uploaded (or companies) - that the upload is first checking our existing dataset for companies with the same domain and not creating new domains.
Can anyone explain:
1. How exactly this logic works?
2. If there is a way I can prevent new company creation if there is an existing company in our database with the same domain?
Typically company duplicates arenât being created manually or via import but via integrations. Can you look up one or two examples of company domain names which exist on multiple records and check the values for Original source, Original source data 1 and Original source data 2 for each record?
e.g. you have three records for acme.com, which values for each of the source properties do they have?
GenerallyâŚ
HubSpot deduplicates company records by company domain name upon import
HubSpot highlights to a user upon manual creation that a company domain name is already in use
HubSpot allows for ignoring the notice upon manual creation and integrations can also create duplicates
Stumbled upon a few where duplicates came from offline list uploads, so that makes sense, but also upon several where all of those fields are blank. Iâm guessing they came from company uploads, but I would have thought that Hubspot would ensure not to create a new company record with the same domain.
Any advice on checking + cleaning up for this in a scaled/automated way?
In our current set-up we have the same issue. If we push new contacts to hubspot with different domains (@example.de and @example.com) - there are two companies subsequently created. Do you have any guidance on how to prevent this from happening?
I saw you are a genius with hubspot. Cheers from my side!
Hi @JKaufman,
HubSpot has a feature called âCompany Domain Restrictionâ that allows you to prevent new companies from being created in HubSpot if their domain name matches an existing companyâs domain name. This can help prevent duplicate companies from being created.
Hereâs how to set up the âCompany Domain Restrictionâ feature:
Go to your HubSpot account and click on the âSettingsâ icon in the main navigation.
Select âPropertiesâ from the left-hand menu.
Click on the âCompaniesâ tab.
Scroll down to the âDomain Restrictionsâ section and click on the âEditâ button.
In the âDomain Restrictionâ modal, select the checkbox next to âPrevent new companies from being created with domains that match existing companies.â
Click on the âSaveâ button.
Once you have enabled this feature, HubSpot will check the domain name of each new company that is being created against the domain names of existing companies in your account. If there is a match, HubSpot will prevent the new company from being created and will display an error message.
Note that this feature only works for exact matches of the domain name. If a new company is created with a slightly different domain name (e.g., âexample.comâ versus âwww.example.comâ), HubSpot may not recognize it as a duplicate. In such cases, you may need to merge the duplicate companies manually.
Thanks
What if I merge 2 related companies with different domains together ? Is there a way to set it that secondary company in the merge cannot then be added as a new company entirely?
Iâm afraid that this is a limitation of the tool; as you can see in this article, âsecondary domains included as additional domains on a record are not used to deduplicate companies.â Automatic deduplication only works with primary domains.
You could, however, associate companies in a parent-child relationship (so theyâd keep their primary domains): see how to do that in this help article.
Same questions as below - can you screenshot how to do this as I followed your instructions but I cant see a âDomain Restrictionsâ option anywhere.
This feature is not available anymore. Iâve checked various accounts at various different levels. None with Operations Hub though. Is Operations Hub required now for this feature?
So, when I upload new companies or contacts into Hubspot, the system automatically checks if there are any existing companies or contacts with the same email domain. Think of it like the part of an email address that comes after the â@â symbol - thatâs the domain name.
For example, letâs say I have two companies in my Hubspot database: ABC Inc. and XYZ Inc. Both of them have email addresses that end with â@example.comâ. So, the email domain for both of these companies is âexample.comâ.
Now, letâs say I try to upload a new company called â123 Inc.â and their email address also ends with â@example.comâ. Hubspot will recognize that the email domain for this new company is the same as the email domains for ABC Inc. and XYZ Inc. So, Hubspot will check to see if 123 Inc. is a duplicate of either ABC Inc. or XYZ Inc.
If Hubspot finds a match, then it will merge the new record (in this case, 123 Inc.) with the existing record (either ABC Inc. or XYZ Inc.). This helps to keep our database clean and prevent duplicates.
However, if Hubspot doesnât recognize that the email domains are the same (for example, if one company has âwwwâ in front of the domain name and the other doesnât), then it may not catch the duplicates.
To prevent new duplicates from being created, I can set up a workflow or automation rule in Hubspot that checks for existing companies with the same domain before creating a new record. This way, I can ensure that my data is accurate and up-to-date . Hopefully it helps you.
Is there any existing option to prevent duplicate domain creation for new records?
Ideally, if a domain already exists, I want to disable the âCreate New Companyâ option and only allow users to associate with the existing company.
I want to check if such validation is available now.
Hi @vikashrajgupta and welcome back, we are so glad to see you again!
Thanks for checking with the HubSpot Community!
Currently, HubSpot helps prevent duplicate companies by automatically checking the primary Company domain name in several areas. If you try to manually create a company with an existing primary domain, youâll see an alert letting you know that the company already exists. For imports, the Company domain name is also used as a unique identifier, unless you select another property.
However, while HubSpot provides alerts, deduplication tools, and the ability to review and merge duplicates, it doesnât currently block users from creating a new company when a matching domain is found, so the âCreate New Companyâ option still appears.
A few things to also keep in mind:
Deduplication uses only the primary Company domain name (not secondary domains).
Companies created via the API arenât automatically deduplicated by domain name.
Automatic contact-to-company association can create new companies if none exist, and when Salesforce is connected, this can sometimes lead to duplicates.
Here are some resources if youâd like more details about it:
However, I want to restrict the âCreate new companyâ option so that no one can create a different company record using the same domain but a different company name.
Currently, there is no native setting to customize the create form so it enforces a special rule like: âsame domain + different name = always blockâ beyond its existing primary-domain deduplication behavior, if thatâs what you are looking for.
As a workaround Iâd suggest to use the company domain name consistently as the unique identifier, and to make sure users enter it on creation, and keep the correct domain as the primary one.
For new feature suggestions, Iâd recommend first to search and check if this idea is already present on our Ideas Forum here. If you find a similar idea, give it an upvote and share your unique use case in the comments.
HubSpot checks the Company Domain Name for exact matches, but duplicates can still slip through, especially from imports, integrations, or inconsistent domain formatting. Unfortunately, thereâs no native way to block a new company if that domain already exists.
If preventing duplicates is important, third-party tools like ZoomInfo, LeadAngel, and Chili Piper (along with other deduplication solutions) can check for existing companies before creating new records. They help keep your CRM clean and route properly.
Iâd love to hear more about the apps you mentioned and how they help solve this specific problem of preventing companies with the same domain from creating duplicates.
