More efficient way to find and merge duplicate contacts

The Sales CRM functions more as intended for lead capture from a web form where one email would be provided to create the contact record.  

You're thinking in terms of the CRM as a Sales and Marketing tool, which it is, but it's also just a CRM: Connected to Gmail it's getting new records daily from people that have multiple email addresses.  Moreover, just doing an import of addresses from other databases can result in multiple Contacts being created for the various email addresses someone might have.

Consider myself as an example, I have 12 different email addresses.  When I take a new client or job, I'll have another.  Those are 13 different records. They are all just me and each of those email addresses should be more easily uncovered as associated with the same person and merged.


What needs to improve
Today we have to go into a Contact records and use the Merge function to find the other emails and merge them.  That's a manual process. A pain for large Contact databases.

The Contact list should have a "Find and Dedup" option.  The CRM should find likely duplicates not based on the email identifier but other personal identifiers: same name, similar name in same location, etc.  Flag those in the list and make it easy to check the duplicate Contacts and "Merge" them.

This really needs to be done as part of the platform as growing companies, teams with many people using Gmail as part of their outreach, etc. will constantly result in new Contact records that can go unnoticed as duplicates of existing records.

130 Replies
Occasional Contributor

Yep - the merge is still lacking. But at least there is an improved way to FIND them. 

New Member

With the new Merge Duplicates feature in HubSpot - is there a way to filter the duplicates, aka by State, for my reps to sort the duplicates in our system??

Regular Contributor

Now that this tool is delivered, I'd like to suggest some improvements to it.


  1. Once you dismissed a "potential duplicate" that should not be suggested again when the list is refreshed
  2. Provide a search bar and filter options to drill down the list of "potential duplicate"

Thank you!

New Member

Is there a way to get a .csv file of all duplicates as I need to make the files accessible to multiple teams so they can let me know which of the duplicates is correct.

New Contributor

Big congrats on launching this. It's been a long awaited native feature by many. Right now we're excited to see how Dedupely is being used in tandem with the new native merge feature. This helps the community power up their data cleansing and makes HubSpot a no brainer for companies that want a full solution.

HubSpot Product Team
HubSpot Product Team

Thank you! We're proud to be building an all-on-one platform to allow businesses to combine HubSpot's suite of tools with their choice of powerful integrations, like Dedupely. It takes a village to keep CRM data clean to enable millons of businesses to grow better. 

- Kevin Walsh (senior product manager @ HubSpot)

Esteemed Contributor

@_Kevin A couple of other things.  From the capture below, this is one that Hubspot has identified as a duplicate.  How is this determination being made?  The names, email address and phone numbers don't match?  How are you assured that these are one in the same person?  I have literally hundreds that are like this.


Also, one of the properties shown is Last Activity Date.  This is used for contact with a customer, meeting booked, call made, etc.  For B2C companies and for us, we sell directly to customer and rarely have a person to person contact. This criteria is useless to us, and probably many others.  This should be a selectable field, that would be appropriate for the business.


Thanks in advance.  Scott


Annotation 2019-07-18 114239.png

Occasional Contributor

Phone numbers!!! I have a similar case except with phone calls. I have an API connection to import calls from my tracked marketing numbers (which in many cases are enhanced to include caller id with associated addresses - while also many "unknown" contact names) and the problem I am having is that the merge duplicate feature will not appropriate a dupe by the phone number (more unique and accurate than a name or partial match on an email).


Makes no sense that phone number fields aren't considered, as I get more than one call from the same number on many occasions and it creates a contact for every call. I implemented a filter so it doesn't duplicate the number if it already exists, but since my API import/export only goes out once a day with the tool I'm using to manage the API, if I get duplicate calls in the same day, it pushes all calls as new contacts even with the same exact info. I thought the merge duplicate would give me a way to manage this but unfortunately, as it stands, it is a very half baked feature. 


Things I would like to see happen with this feature:

- Use phone numbers to find duplicates! Consider all contact info including addresses, mobile numbers, emails, etc.

- Allow configurable merge duplicate filters, like having the tool search custom fields that you set.

- As mentioned above, a find and merge action on each contact is a no brainer!

- Improve accuracy! Some suggestions are completely bogus.


Look forward to the improvements as this seems like a mandatory feature for a system that replaces a spreadsheet, which could be easily programmed to do these exact things with little effort (as mentioned, independent devs have been making these kinds of tools themselves for a while!)

Esteemed Contributor

Excellent ideas.   (especially #4!!!) Maybe @_Kevin can give us an update with any new developments.



Top Advisor

@daniel_voiss I feel your pain, however, a phone merge would hurt us. We deal with small businesses and everyone has the same phone number.