Two contacts, 1 email address

SOLVE
theXO
Member

Is there any way to assign the same email address to two different contacts?  I would like profiles for up to 3 or 4 different contacts to track separate interactions but they share a sales@suchandsuch.com type address.  Is there no way to give them each their own distinct profile while using the same email address?  I'm not concerned that all emails will be tracked to all profiles.

 

Thank you in advance.

 

Matt

1 Accepted solution

Accepted Solutions
Phil_Vallender
Solution
Most Valuable Member | Elite Partner

Hi @theXO

 

It's not possible I'm afraid. HubSpot uses email address as the unique identifier for contact de-duplication, so entering a second name to an existing email address just overwrites the first one entered. 

Phil Vallender | Inbound marketing for B2B technology companies

View solution in original post

15 Replies 15
Phil_Vallender
Solution
Most Valuable Member | Elite Partner

Hi @theXO

 

It's not possible I'm afraid. HubSpot uses email address as the unique identifier for contact de-duplication, so entering a second name to an existing email address just overwrites the first one entered. 

Phil Vallender | Inbound marketing for B2B technology companies

View solution in original post

theXO
Member

Thank you for your help Phil.

0 Upvotes
Camirand
Participant

Could this thread be moved to Hubspot Ideas.


Most of my old customers use only one email for the couple. When i want to email one more than the other and would like to have the note in their respective profile, it get complicated. I have to copy paste...

 

Thanks

bsummerville
Participant

I have the same issue.  2 clients in the household, 1 email address for the both...takes up more time to "copy and paste" into the "other" record.

FSS-DGA
Participant

This is going to create problems for me.  Some of my client contacts have shared email addresses.  Not being able to add both with the same address is an issue.  Is there a workaround?

MatthewShepherd
HubSpot Employee

Removing duplicate comment


Matthew Shepherd

Senior Inbound Consultant

Professional Services | HubSpot

He/Him

linkedin.com/in/matthewshepherd/
https://www.hubspot.com/services/professional
0 Upvotes
MatthewShepherd
HubSpot Employee

Removing duplicate comment


Matthew Shepherd

Senior Inbound Consultant

Professional Services | HubSpot

He/Him

linkedin.com/in/matthewshepherd/
https://www.hubspot.com/services/professional
0 Upvotes
MatthewShepherd
HubSpot Employee

This is an issue we often struggle with.

 

I can't guarantee that this is the right solution, but a workaround I'm exploring at the moment is adding an incremental string and number into the email addresses, to allow us to create a second contact record, and then opting out those incorrect emails (by importing as an opt-out list - i.e. never contact unless the contact manually opts in).

 

You want to add a short string and number to the email (and not at the end so it still validates) to make sure everyone can using the crm can be sure that this is an invalid email that we created on purpose e.g. myname-hs-multi1@test.com.


If you have a lot of these contacts working with them in an Excel workbook can help with adding those incremental string and numbers and then creating a list of contacts (with invalid incremental email addresses) for opt out.

Here's how I do that in Excel:

First Name     Last Name      Email                            Count  Multi Identifier  Final Email 

MatthewShepherdtest@test.com1 test@test.com
JoeSmithtest@test.com2-hs-multi1test-hs-multi1@test.com
JackBlacktest@test.com3-hs-multi2test-hs-multi2@test.com
MatthewShepherdhello@test.com1 hello@test.com
JoeSmithhello@test.com2-hs-multi1hello-hs-multi1@test.com

 

With formulas:

First NameLast Name Email                      Count                                    Multi Identifier              

MatthewShepherdtest@test.com=COUNTIF($C$1:C2,C2)=IF(D2>1,"-hs-multi"&D2-1,"")=SUBSTITUTE(C2,"@",E2&"@")
JoeSmithtest@test.com=COUNTIF($C$1:C3,C3)=IF(D3>1,"-hs-multi"&D3-1,"")=SUBSTITUTE(C3,"@",E3&"@")
JackBlacktest@test.com=COUNTIF($C$1:C4,C4)=IF(D4>1,"-hs-multi"&D4-1,"")=SUBSTITUTE(C4,"@",E4&"@")
MatthewShepherdhello@test.com=COUNTIF($C$1:C5,C5)=IF(D5>1,"-hs-multi"&D5-1,"")=SUBSTITUTE(C5,"@",E5&"@")
JoeSmithhello@test.com=COUNTIF($C$1:C6,C6)=IF(D6>1,"-hs-multi"&D6-1,"")=SUBSTITUTE(C6,"@",E6&"@")

 

That way, you have multiple contacts one with a valid email that can be used for marketing and the rest that have an identifiably modified email address that stay in the CRM but are in your opt-out list and therefore not counting toward your contact tier.


Matthew Shepherd

Senior Inbound Consultant

Professional Services | HubSpot

He/Him

linkedin.com/in/matthewshepherd/
https://www.hubspot.com/services/professional
Sabine
Contributor

Hi there,

 

I tried your workaround the way I understood it: 


I added 1 contact with sales1@test.com and one with sales2@test.com (actual mail address of both is sales@test.com).

Now I wanted to add the real sales@test.com address as a  second email address in both contact records. However, for the second one, it wouldn't let me do it, but the second email address disappears again after a second.

Can you please tell in more detail how you do this?

 

Best,
Sabine

0 Upvotes
Echologie
Participant

I have a list of 20k contacts with duplicate email address. This is going to be a real issue for me.

0 Upvotes
vy
Contributor

why not use phone number as the indentifier?

phone number is unique and everybody has one!

 

in my area many people just don't use email... is that mean i have to create an fake email address for each of them? 

much workload you know....

 

also, people won't change their phone number often, they use their phone number as long as they can.

but people will change their email address.

bendonahower
Top Contributor | Platinum Partner

Most of my team doesn't have phone numbers, at least for business use, and a lot of phone numbers I call are the main business line which is associated with multiple contacts. I see how email works for expediency but would be great to  use the contact ID number as the primary unique identifier because of this. 

0 Upvotes
JonathanDobson
Participant

I agree - this is a problem (although I get it). Would be really great to get around this - for example we keep the good email address against the child/daughter/son record of the contact (as they normally drive the comms process/need) and the parent/mum/dad has to have no email and we tyherefore loose that ability to email mum and dad about parent stuff.

HaaWee
Member

Having a unique email address makes no sense at all in real life. There are plenty of customers out there who share corporate email accounts, e.g. sales@companyA.com, finance@companyB.com, etc.

 

We can't expect CRM users to force customers to pick another email address, just because 'our computer says no'.

 

It's fine when you want to use the email address as part of *potential* duplicate detection, but it should not enforce a unique email address.

 

 

PamCotton
Community Manager

Hello @HaaWee , 

I would highly recommend you to please post this idea at our ideas forum (here).

Our product team, who monitors the forum regularly, can read your specific use case and understand why this would be a useful functionality or change. It also helps other customers facing the same issue to advocate for its implementation on your behalf by upvoting on the thread as well.

 

Thank you,

Pam

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0 Upvotes