Adding contacts creating duplicates

[IPovey-Hall]

When I am adding contacts to HubSpot from outlook with the HubSpot sales plug in it is creatinging duplicates instead of matching them to the contact records I already have

the contact records i alreacy have on hotspot has first name and second name but not emails what is the best way to fix this?

thanks!

[RBozeman]

Hi @IPovey-Hall, I work for Insycle and just wanted to pop in here and share a little more context about our duplicate merging features. Thank you @karstenkoehler for the mention!

Here is a quick breakdown of our Merge Duplicates tool:

• Works for all primary record types (contacts, companies, deals, tickets, etc.) and we can add custom objects as well if need be. 
• Use any field in your database as a potential unique ID matching field. For example, you can use similar or exact matching on a full name, company name, email domain, mailing address,  - whatever fields make the most sense based on your use case.
• Set rules for determining the master record that duplicates will all merge into. For example, if you have 3 duplicates in a duplicate group, you can set rules for determining the master record, such as the earlier created create, highest deal amount, or most recently updated.
• Even further, you can set rules for retaining data down to the individual field level. For example, you could instruct Insycle to append data to specific fields during the merge so that it is not lost.
• Fully automate your deduplciation templates. You can run them on a set schedule or even inject them into Workflows so that deduping happens automatically after your contact (or any record type) is created.
• Always have the ability to preview your deduplication runs to see how they work and ensure accuracy before pushing the update live. 

If you have any questions don't hesitate to shoot me a DM, happy to help. 

[karstenkoehler · Accepted solution]

Hi @IPovey-Hall,

HubSpot deduplicates by email address: https://knowledge.hubspot.com/records/deduplication-of-records

Without email addresses, HubSpot (natively) is not able to deduplicate contacts and merge them. Only the email address makes this possible. You would have to make sure that your contacts do not only have a first and last name but also email address. Once they do, HubSpot will automatically merge everything into the correct contact.

If manual work is not an option, I'd recommend looking at Insycle: https://www.insycle.com/hubspot/

Insycle integrates with HubSpot and you can specify that contacts with the same first and last name can be merged. Keep in mind that this will product wrong results for very common names, such as John Smith or Maria Garcia.

Best regards!