Duplicate Detectives: How to Merge Contacts Like a Pro in HubSpot

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Imagine this: you’re sending out a targeted email campaign, excited to connect with your audience. But wait! Why are there so many John Smiths with the same email (but slightly different spellings)? Duplicate contacts can be a major headache in any CRM system, and HubSpot is no exception.

These duplicates not only clutter your database but also skew your marketing efforts. They lead to inflated contact counts, inaccurate reporting, and ultimately, a less effective marketing strategy. But fear not, data detective! HubSpot offers powerful tools to identify and merge duplicate contacts, ensuring your CRM remains clean and organized.

Why Do Duplicates Happen?

There are several ways duplicate contacts can creep into your HubSpot system:

  • Manual Entry Errors: Typos happen! A simple misspelling of an email address or a misplaced space can create a duplicate.
  • Data Imports: Importing large datasets might include duplicate entries from different sources.
  • Form Submissions: Website forms with autofill options can lead to multiple entries for the same person.

The Perils of Duplicate Contacts

While a few duplicates might seem harmless, they can have a significant impact on your marketing efforts:

  • Wasted Resources: You’re sending emails and marketing messages to the same person multiple times, wasting resources and potentially annoying them.
  • Inaccurate Reporting: Duplicated data skews your marketing metrics, making it difficult to measure campaign effectiveness.
  • Poor Segmentation: Targeting the wrong audience segments becomes impossible with inaccurate data.
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HubSpot to the Rescue: Merging Duplicates with Ease

HubSpot offers two main ways to tackle duplicate contacts: manual merging and automated suggestions.

Manual Merging: Taking Control

  1. Identify the Duplicates: Navigate to Contacts > Contacts. In the Actions dropdown menu, select Manage duplicates.
  2. Review and Decide: HubSpot displays potential duplicate pairs. Carefully review the information and decide which record to keep as the primary contact.
  3. Merge Away! Click the Merge button next to the record you want to keep. The information from the duplicate record will be added to the primary record.

Automated Suggestions: Let HubSpot Do the Work

HubSpot also proactively identifies potential duplicates. Here’s how to leverage this feature:

  1. Navigate to Your Contact: Locate the contact record you suspect might have duplicates.
  2. Review the Suggestions: Under the contact’s information, you might see a section labeled Possible duplicates.
  3. Merge or Dismiss: Review the suggested duplicates and either Merge them with the primary contact or Dismiss them if they’re not actual duplicates.

Pro Tips for Merging Success

Here are some additional tips to ensure smooth and accurate merging:

  • Prioritize the Most Accurate Record: When merging, choose the contact record with the most complete and up-to-date information.
  • Double-Check Before Merging: Always carefully review the details of both records before merging to avoid combining inaccurate information.
  • Utilize Custom Fields: HubSpot allows for custom fields. Regularly review these fields to identify potential duplicate indicators.

Beyond Merging: Preventing Duplicates in the First Place

Proactive measures are always better than reactive solutions. Here’s how to prevent duplicate contacts from entering your HubSpot system:

  • Standardize Data Entry: Establish clear guidelines for data entry to minimize typos and inconsistencies.
  • Utilize Data Validation Tools: HubSpot offers data validation tools for form submissions, helping to catch typos and inconsistencies during data collection.
  • Regularly Review and Clean: Schedule periodic reviews of your contacts to identify and merge any new duplicates that might have slipped through the cracks.

A Cleaner CRM Leads to a More Effective Marketing Strategy

By taking the time to merge duplicates and implement preventative measures, you can maintain a clean and organized HubSpot CRM. This, in turn, leads to more accurate reporting, better segmentation, and ultimately, more effective marketing campaigns.

Ready to Streamline Your CRM and Boost Your Marketing Efforts?

HubSpot(https://hubspot.sjv.io/c/5326273/1001264/12893) offers a free trial, allowing you to explore its powerful CRM features, including duplicate management tools. With a clean and organized contact database, you can unlock the full potential of your marketing efforts and achieve your business goals.

We are a HubSpot affiliate and receive a commission when you purchase.

Remember, conquering duplicate contacts is an ongoing process. By implementing these strategies, you can keep your HubSpot CRM in tip-top shape and ensure your marketing reaches the right people at the right time.

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