Duplicate contacts under different emails

[JStowe5]

Hi I have a webstore and we are using Hubspot for CRM.

I am facing an issue where contacts are creating mutliple logins under one name creating a lot of duplicates in our system.

For instance the lead will create a login x@xcompany.com then someone will create another login with the same name at info@xcompany.com There are 50k duplicates in our system now and am looking for a way to resolve this. 

Let me know what you think

[karstenkoehler · Accepted solution]

Hi @JStowe5,

There are different ways to approach this:

• Use HubSpot's duplicate tool: https://knowledge.hubspot.com/records/deduplication-of-records#manually-deduplicate-contacts-and-com...
• Use the third-party tool Koalify: https://koalify.io/
• Use the third-party tool Insycle: https://www.insycle.com/hubspot/

HubSpot does not let you set your own deduplication rules, Koalify and Insycle do. You would be aiming to set up rules that deduplicate contacts when first name, last name, email domain match.

Best regards!

[RBozeman · Accepted solution]

Hi @JStowe5,

Thanks for mentioning Insycle @karstenkoehler. I work for them and just wanted to provide some more context. 

Insycle's Merge Duplicates module lets you use any field in your database as a duplicate matching field, with advanced settings for analyzing the data within the field in various ways to catch more duplicates.

Then, there are advanced data retention settings for the post-merge master record, down to the field-level so you can be sure not to lose any important data during the merge. Then you can automate it on a set schedule (like every Sunday for example)  or inject Insycle Recipes directly into HubSpot Workflows, so that records are deduped immediately after they are created. 

[karstenkoehler · Accepted solution]

Hi @JStowe5,

There are different ways to approach this:

• Use HubSpot's duplicate tool: https://knowledge.hubspot.com/records/deduplication-of-records#manually-deduplicate-contacts-and-com...
• Use the third-party tool Koalify: https://koalify.io/
• Use the third-party tool Insycle: https://www.insycle.com/hubspot/

HubSpot does not let you set your own deduplication rules, Koalify and Insycle do. You would be aiming to set up rules that deduplicate contacts when first name, last name, email domain match.

Best regards!