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Duplicate contacts, merging and moving from another CRM

See which records look like one person and why, compare them field by field, and merge only after reading what will change.

Steps

  1. Contacts → Duplicates lists pairs that share a phone number, one inbox spelled two ways, the same address name at a company, or only the same name at a company. It suggests; nothing merges by itself.
  2. Choose the record to keep. The comparison shows each detail in both records: the same, filled in from the other one, kept, or different. Where they differ, you choose which value stays.
  3. It also shows where each record came from (a form, an import and from which system, the API), when it was first seen and last changed, what moves to the record you keep, and what is still missing.
  4. When the two share only a name, the comparison says so: different people often share a name.
  5. Merging moves notes, next steps, calls, messages, deals and list memberships. The other record is not deleted: it is marked as merged and inactive, points at the one you kept and keeps its own values. If either record changed while you were looking, the merge stops and shows the new comparison.
  6. When your workspace shows each person only their own records, a merge moves what you can see, and the comparison counts only that. Deals and next steps that belong to someone else stay on the merged record, where an owner or admin can still find them.
  7. Moving from HubSpot, Pipedrive, monday or Fireberry: run the import preview first. It counts who would be created, who already exists (by link, address or phone) and whose name differs in the other system. An import fills only empty details and never overwrites what is already here.

Questions

Can an assistant merge contacts for me?
No. Through MCP an assistant can list the pairs and read the comparison, then a person merges on the screen.
Are two similar addresses offered as a duplicate?
No. dana@ and dan@ at the same company are often two people, so only the same inbox spelled two ways counts.

Updated 2026-10-25 · llms-full.txt