Blog Post
How to Merge Contact in HubSpot – Beginners Guide
One common issue many teams face in HubSpot is duplicate contacts.
Duplicate data can clutter your HubSpot CRM, confuse your team, and cost you opportunities.
That’s why understanding how to merge contact in HubSpot is vital.
In this guide, we’ll walk you through the entire process, providing you with a clear, step-by-step method for merging contacts.
Along the way, we’ll answer all your questions about HubSpot merge contacts, including why it matters, how it improves your CRM, and key tips to prevent future duplicates.
How to Merge Contacts in HubSpot – Introduction
Duplicate contacts can sneak into your CRM in several ways, such as:
- Importing lists from multiple sources.
- Users entering data with errors.
- Automated integrations syncing contacts from multiple platforms.
Regardless of how duplicates arise, they lead to disorganized data, redundant emails, and inaccurate reporting.
Merging contacts ensures you have a single, unified record for each customer or lead, which automate communication and boosts your team’s productivity.
Step-by-Step Guide on How to Merge Contacts in HubSpot
Now, let’s dive into the process of how to merge two contacts in HubSpot.
This process is simple but requires attention to detail to ensure that the correct data is merged.
Step 1: Identify Duplicate Contacts
Before merging contacts, it’s essential to identify which ones are duplicates.
HubSpot’s built-in duplicate contact finder is a handy tool for this:
- Go to your Contacts Dashboard in HubSpot.
- Click on Actions, then select Find Duplicates.
- HubSpot will show potential duplicates based on similar properties like name, email, or phone number.
Once you’ve identified duplicates, proceed to the next step.
Step 2: Choose the Contacts to Merge
Once you’ve pinpointed which contacts need merging, follow these steps:
- Navigate to one of the contacts you want to merge.
- In the top-right corner of the contact record, click the Actions dropdown.
- Select Merge from the dropdown menu.
Step 3: Select the Primary and Secondary Contacts
After choosing Merge, HubSpot will prompt you to select the second contact you want to merge with the current one:
- Search for the contact by typing their name or email.
- HubSpot will list potential contacts. Select the one you want to merge.
- Decide which contact will be the primary. The primary contact’s details will take precedence, so choose wisely!
Step 4: Confirm the Merge
After selecting the contacts:
- Review the information from both contacts.
- Confirm the merge by clicking the Merge button.
- HubSpot will process the merge and consolidate the data into a single record.
What Happens When You Merge Contacts in HubSpot?
When you merge contacts in HubSpot, the platform combines the records of two contacts into one.
This process ensures that the most relevant data from both contacts is kept intact, while redundant information is eliminated.
Here’s how HubSpot done merging:
Primary Contact
One contact is designated as the primary. This will be the surviving contact.
Secondary Contact
The second contact’s data is merged into the primary contact, and its original record is deleted.
Data Consolidation
Custom properties, emails, and notes are merged to avoid data loss.
Tips for Merging Contacts in HubSpot
While the process itself is simple, there are a few tips that can help you optimize your contact management:
Review Contact Properties
Before merging, ensure you’ve reviewed both contacts’ properties.
This ensures no critical data gets lost in the process. For example, check:
Custom fields
Are there unique custom fields that need to be retained from both contacts?
Emails
Ensure you’re merging the correct email addresses.
Use HubSpot’s Duplicate Management Tools
HubSpot has built-in tools that help automate the identification of duplicates.
To access this:
- Go to Settings > Data Management.
- Use Data Quality Automation tools to catch duplicates.
Regular Merge Contacts
Set a schedule for periodically reviewing and merging contacts. Regular maintenance prevents your database from becoming cluttered.
Train Your Team
Ensure that everyone on your team knows how to merge contacts in HubSpot.
This prevents confusion and duplicate entries in the future.
Common Mistakes to Avoid When Merging Contacts
As with any CRM task, mistakes can happen.
Here are some pitfalls to avoid:
Merging the Wrong Contacts
Double-check the contacts before merging. If you merge unrelated contacts, you’ll have a difficult time reversing the process.
Losing Key Data
Make sure all important data from both contacts is saved during the merge like notes, emails, and custom properties.
Overlooking Integrations
If you have integrations that rely on contact properties, ensure that these integrations won’t be affected by the merged data.
Merge Contact HubSpot – Conclusion
Knowing how to merge contacts in HubSpot is a valuable skill for anyone managing customer relationships.
Whether you’re a marketing manager, sales rep, or CRM admin, making sure your HubSpot contacts are in top shape will pay dividends in your campaigns, customer relationships.
HubSpot Merge Contacts FAQs
Can You Unmerge Contacts in HubSpot?
Unfortunately, once you merge contacts in HubSpot, you cannot undo the merge.
This makes it even more critical to be cautious when merging and to double-check your selections.
Will the Contact History Be Retained After Merging?
Yes, HubSpot retains the contact history after merging.
This includes activities like emails, notes, and form submissions. All history from the secondary contact will be combined with the primary contact.
What Happens to Marketing Emails After a Merge?
HubSpot keeps the email subscription preferences of the primary contact. However, any email history from both contacts will be merged.
Is There a Limit to How Many Contacts I Can Merge?
HubSpot does not impose a limit on the number of merges you can perform. However, be strategic about merging to ensure you’re only consolidating true duplicates.
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