Merge Duplicates

Combine records for the same person so their conversations and activity live in one place.

How you find duplicates

• Potential duplicate records found appears at the top of Prospect Details when other prospects share the same email, phone, or both.
• Contact Conflict opens when you change a prospect's phone or email to one another prospect already has. The edit isn't saved until you decide.
• Add Prospect checks for an existing match before it creates anyone.

How to merge

1. On Prospect Details, click Review and merge duplicates. A Contact Conflict opens this same window for you.
2. Compare the records. Each shows its email, phone, created date, stage, owner, company, title, and what it Matches by.
3. Select the record to keep as the primary. It needs a valid phone or email.
4. Click Merge into selected record.

Notes, messages, tasks, meetings, and conversations from the other records move into the primary, and the other records are removed. Only records that share the primary's exact phone or email are merged.

From Contact Conflict, click Keep Separate to leave both records as they are.

Who can merge

• Admins and Owners can merge any records.
• Managers and Users can merge only when they own both prospects. Otherwise, ask an account owner or admin.
• View-only users don't see the duplicate alert.

Tips

• Run a check after a large Import or accidental double entry.
• Before you confirm, check the primary's stage, owner, and communication preferences. Those are the ones you keep.
• Merge is for the same person. Don't merge two people who share an office phone number.