--- title: How to Merge Duplicate Contacts in HubSpot Without Losing Data description: Learn how to safely merge duplicate contacts in HubSpot without losing data using manual, and bulk merging methods to maintain clean and reliable CRM data. image: https://koalify.io/hubfs/Select%20the%20Contact%20Properties%20you%20would%20like%20to%20retain.png --- [Skip to content](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk#main-content) [![rectangle\_long\_koala\_with\_name\_bold\_200\_125\_white](https://koalify.io/hubfs/rectangle_long_koala_with_name_bold_200_125_white.png)](https://koalify.io) - Products Show submenu for Products - [Deduplication](https://koalify.io) - [Email Validation](https://koalify.io/hubspot-email-validation) - Pricing Show submenu for Pricing - [Deduplication](https://koalify.io/pricing) - [Email Validation](https://koalify.io/hubspot-email-validation-pricing-koalify) - [Partners](https://koalify.io/partners) - [Blog](https://koalify.io/blog) - Knowledge base Show submenu for Knowledge base - [Deduplication](https://koalify.io/knowledge-base) - [Email Validation](https://koalify.io/email-validation-knowledge-base) - Products Show submenu for Products - [Deduplication](https://koalify.io) - [Email Validation](https://koalify.io/hubspot-email-validation) - Pricing Show submenu for Pricing - [Deduplication](https://koalify.io/pricing) - [Email Validation](https://koalify.io/hubspot-email-validation-pricing-koalify) - [Partners](https://koalify.io/partners) - [Blog](https://koalify.io/blog) - Knowledge base Show submenu for Knowledge base - [Deduplication](https://koalify.io/knowledge-base) - [Email Validation](https://koalify.io/email-validation-knowledge-base) ![menu-toggle](https://21645388.fs1.hubspotusercontent-na1.net/hubfs/21645388/menu-toggle.svg) ![menu-close](https://21645388.fs1.hubspotusercontent-na1.net/hubfs/21645388/menu-close.svg) [Get Started Free](https://api.koalify.io/hubspot/install?utm_source=koalify&utm_medium=website&utm_campaign=navigation) [HubSpot Data Quality](https://koalify.io/blog/tag/hubspot-data-quality) # How to Merge Duplicate Contacts in HubSpot Without Losing Data [By \- Jonas,](https://koalify.io/blog/author/jonas) May 02, 2025 ![ Featured Image](https://koalify.io/hs-fs/hubfs/Select%20the%20Contact%20Properties%20you%20would%20like%20to%20retain.png?width=1487&height=1033&name=Select%20the%20Contact%20Properties%20you%20would%20like%20to%20retain.png) Duplicate contacts are one of the fastest ways to damage trust in your CRM. Sales teams end up calling the same lead twice, marketing sends duplicate emails, and reporting becomes unreliable. HubSpot allows you to merge contacts manually or in bulk, but choosing the wrong record can overwrite data, break workflow enrollment, or impact attribution. These risks increase as your database grows. In this guide, you’ll learn how to merge contacts in HubSpot safely, from manual merges to bulk and automated deduplication, and when each method works best: - [How to manually merge contacts in HubSpot from the contact record](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk#manual-merge-hubspot-contacts) - [How to merge contacts using HubSpot's duplicate management tool](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk#merge-contacts-hubspot-duplicate-management-tool) - [How to bulk merge contacts in HubSpot with the duplicate management tool](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk#bulk-merge-contacts-hubspot-duplicate-tool) - [How to merge HubSpot contacts using Koalify CRM cards](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk#merge-hubspot-contacts-koalify-cards) - [How to bulk merge HubSpot contacts with the Koalify workflow action](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk#bulk-merge-hubspot-contacts-koalify-workflow) For a broader look at how to keep your CRM duplicate-free, check out our [Ultimate Guide to HubSpot Deduplication](https://koalify.io/blog/hubspot-deduplication-the-ultimate-guide-to-zero-duplicates-in-hubspot). You might also be interested in our step-by-step posts on [how to merge companies in HubSpot](https://koalify.io/blog/how-to-merge-companies-in-hubspot-manual-or-in-bulk) and [how to merge deals in HubSpot](https://koalify.io/blog/how-to-merge-deals-in-hubspot-manual-or-in-bulk). ## How to Merge Contacts Manually from a HubSpot Contact Record ✋ When you only have a few duplicates to resolve, you can use HubSpot’s native contact merge feature directly from a contact record. ### Steps to Merge Contacts: 1. Start by navigating to the contact you want to keep. Make sure you know which contact is the duplicate. 2. In the top left of the contact page, click **Actions** → **Merge**. ![How to Merge Contacts in HubSpot Manually on a Contact Page-1](https://koalify.io/hs-fs/hubfs/How%20to%20Merge%20Contacts%20in%20HubSpot%20Manually%20on%20a%20Contact%20Page-1.png?width=800&height=527&name=How%20to%20Merge%20Contacts%20in%20HubSpot%20Manually%20on%20a%20Contact%20Page-1.png) 3. Click Select contact → search for the duplicate → choose the correct record. ![Find Duplicate Contact in HubSpot](https://koalify.io/hs-fs/hubfs/Find%20Duplicate%20Contact%20in%20HubSpot.png?width=800&height=551&name=Find%20Duplicate%20Contact%20in%20HubSpot.png) 4. Choose the property values you'd like to keep. ![Select the Contact Properties you would like to retain](https://koalify.io/hs-fs/hubfs/Select%20the%20Contact%20Properties%20you%20would%20like%20to%20retain.png?width=800&height=556&name=Select%20the%20Contact%20Properties%20you%20would%20like%20to%20retain.png) 5. Click **Merge.** ![The HubSpot Contact was Merged](https://koalify.io/hs-fs/hubfs/The%20HubSpot%20Contact%20was%20Merged.png?width=800&height=368&name=The%20HubSpot%20Contact%20was%20Merged.png) **What happens when contacts are merged in HubSpot:** - The email address from the primary contact is kept. - For most properties, values from the primary contact are used, unless you choose otherwise. - All associated records and timeline activity from both contacts are combined. - Both contacts are unenrolled from workflows. To let merged contacts re-enter workflows, check your workflow settings. - The merged contact gets a new Contact ID, but the original IDs remain accessible. ✅ **Pros:** - Easy to use - You choose which values to keep ❌ **Cons:** - Takes time: at least 6 clicks per merge - Not scalable for large volumes since you need to spot duplicates manually --- ## How to Merge Duplicate Contacts with HubSpot’s Duplicate Management Tool 🔧 If you have a Professional-tier Hub, you get access to HubSpot’s Duplicate Management tool, which scans your CRM and flags potential duplicates. HubSpot automatically scans your database daily and flags potential duplicates by comparing the following property values: - **Contacts**: First Name, Last Name, Email address, IP country, Phone number, Zip Code, and Company Name. - **Companies**: Company Domain Name, Company Name, Country/Region, Phone Number, and Industry. HubSpot shows up to 2,000 duplicate contact (or 5,000 for Data Hub Pro, 10,000 for Enterprise). Want to learn how you can identify more duplicates? Read our [guide on how to find duplicates in HubSpot](https://koalify.io/blog/how-to-find-duplicates-in-hubspot). ### Steps: 1. Start by navigating to the duplicate management tool 1. **Contacts → Actions** → **Manage Duplicates** 2. Click Review next to the contact you'd like to evaluate in the duplicate management tool ![Review in the duplicate management tool](https://koalify.io/hs-fs/hubfs/Review%20in%20the%20duplicate%20management%20tool.png?width=800&height=288&name=Review%20in%20the%20duplicate%20management%20tool.png) 3. Choose the property values you'd like to keep. ![Customize your record merge in the duplicate management tool](https://koalify.io/hs-fs/hubfs/Customize%20your%20record%20merge%20in%20the%20duplicate%20management%20tool.png?width=800&height=556&name=Customize%20your%20record%20merge%20in%20the%20duplicate%20management%20tool.png) 4. Click **Merge and review next**. ✅ **Pros:** - Easy and guided process - You control which data to keep ❌ **Cons:** - Only one contact pair can be merged at a time - Suggestions may not always be accurate, so manual review is needed - Limited to contact and company deduplication --- ## How to Bulk Merge Contacts in HubSpot with the Duplicate Management Tool 🛠️ If you're using Data Hub Professional or Enterprise, you can speed up cleanup by using the Duplicate Management tool to bulk merge up to 50 contacts at a time. Want to explore all bulk deduplication strategies? Read our full [guide to bulk merging HubSpot duplicates](https://koalify.io/knowledge-base/how-to-bulk-merge-hubspot-duplicates-using-koalify-workflow-actions). ### Steps: 1. Start by navigating to the duplicate management tool 1. **Contacts → Actions** → **Manage Duplicates** 2. **Data Management → Number of Duplicates** 2. Use the checkboxes to select up to 50 duplicate contacts, then click Review. ![How to Bulk Merge Contacts Using HubSpots Duplicate Management Tool](https://koalify.io/hs-fs/hubfs/How%20to%20Bulk%20Merge%20Contacts%20Using%20HubSpots%20Duplicate%20Management%20Tool.png?width=800&height=338&name=How%20to%20Bulk%20Merge%20Contacts%20Using%20HubSpots%20Duplicate%20Management%20Tool.png) 3. Choose your merge criteria to determine which contacts should be primary duplicate. ![Choose your merge criteria to decide wich record you would like to keep](https://koalify.io/hs-fs/hubfs/Choose%20your%20merge%20criteria%20to%20decide%20wich%20record%20you%20would%20like%20to%20keep.png?width=400&height=741&name=Choose%20your%20merge%20criteria%20to%20decide%20wich%20record%20you%20would%20like%20to%20keep.png) 4. Click **Merge All** to complete the bulk merge. ✅ **Pros:** - Speeds up deduplication - Merge up to 50 contacts at once ❌ **Cons:** - Duplicate suggestions may be inaccurate, so you may accidentally merge unrelated records - Limited control over which property values are retained (5 options for selecting the primary) - Only available with Data Hub Pro or Enterprise --- ## When Merging Contacts in HubSpot Becomes Risky Merging contacts works well when duplicates are clear and limited. It becomes risky when contacts have different email addresses, conflicting lifecycle stages, or active workflow enrollment. Common high-risk scenarios include: \- Contacts with multiple email addresses \- Contacts enrolled in active workflows \- Conflicting marketing subscription statuses \- Large volumes where manual review isn’t feasible In these cases, bulk or rule-based deduplication helps reduce the risk of overwriting important data or keeping the bad email address.   ## How to Merge HubSpot Contacts Using Koalify CRM Cards🖼️ Use the Koalify duplicate card to quickly merge contacts right from the contact record, perfect for customer-facing teams who can spot and merge duplicates in real time. ### Steps: 1. Start by navigating to the contact you want to merge 2. In the Koalify duplicate card, click **Actions** → **Merge in current contact** ![How to Merge Contacts in HubSpot with the Koalify CRM Cards🖼️](https://koalify.io/hs-fs/hubfs/How%20to%20Merge%20Contacts%20in%20HubSpot%20with%20the%20Koalify%20CRM%20Cards%F0%9F%96%BC%EF%B8%8F.png?width=800&height=211&name=How%20to%20Merge%20Contacts%20in%20HubSpot%20with%20the%20Koalify%20CRM%20Cards%F0%9F%96%BC%EF%B8%8F.png) 3. Confirm the merge when prompted. ![Confirm the HubSpot contact merge via the Koalify CRM card](https://koalify.io/hs-fs/hubfs/Confirm%20the%20HubSpot%20contact%20merge%20via%20the%20Koalify%20CRM%20card.png?width=800&height=213&name=Confirm%20the%20HubSpot%20contact%20merge%20via%20the%20Koalify%20CRM%20card.png) ✅ **Pros:** - Duplicates are automatically suggested, no need to search manually - Full control over how duplicates are flagged and who can view them - Perfect for customer-facing teams engaging with active contacts - Simple and intuitive to use ❌ **Cons:** - You can only merge one contact at a time - Not scalable for large volumes since it’s a manual process   --- ## How to Bulk Merge HubSpot Contacts with the Koalify Workflow Action 🤖 Need to clean up your database at scale? The Koalify “Merge Duplicate Contact” workflow action lets you bulk merge contacts, whether for a one-time cleanup or ongoing automation. ### Steps: 1. Create a new contact workflow to merge HubSpot contacts in bulk 1. Navigate to Automations → Workflows 2. Click **Create workflow** and select the option **From scratch** 3. Choose Contact-based, start with a Blank workflow and click Next   ![Create a new contact workflow to merge HubSpot contacts in bulk](https://koalify.io/hs-fs/hubfs/Create%20a%20new%20contact%20workflow%20to%20merge%20HubSpot%20contacts%20in%20bulk.png?width=800&height=287&name=Create%20a%20new%20contact%20workflow%20to%20merge%20HubSpot%20contacts%20in%20bulk.png) 2. Add the "Merge Duplicate Contact" action 1. Click on the ➕ plus icon to add a workflow action 2. Search for "Koalify" to find our workflow action 3. Select the Merge Duplicate Contact action and click Save ![Add the Merge Duplicate Contact action](https://koalify.io/hs-fs/hubfs/Add%20the%20Merge%20Duplicate%20Contact%20action.png?width=800&height=419&name=Add%20the%20Merge%20Duplicate%20Contact%20action.png) 3. Enroll contacts in the workflow for bulk merging 1. Use manual enrollment for full control: ideal for initial bulk merges 2. Use automated triggers to automatically dedupe contacts ![Enroll HubSpot contacts in the workflow for bulk merging](https://koalify.io/hs-fs/hubfs/Enroll%20HubSpot%20contacts%20in%20the%20workflow%20for%20bulk%20merging.png?width=800&height=448&name=Enroll%20HubSpot%20contacts%20in%20the%20workflow%20for%20bulk%20merging.png) ✅ **Pros:** - Unlimited bulk merges - Simple and intuitive to use - Full control over which duplicates get merged and which record becomes the primary - Great for initial clean-ups and ongoing automated deduplication ❌ **Cons:** - Requires at least one Professional-tier Hub to access workflows ### Conclusion: Choose the Right Merge Method for Your Team Merging duplicate contacts in HubSpot isn’t a one-size-fits-all task. The right approach depends on the size of your database, the tools you have access to, and how your team works. - For low volumes, manual merging from the contact record or using HubSpot’s Duplicate Management Tool offers precision and control. - For growing databases, Koalify’s CRM Cards and automated workflows make it easier to merge contacts at scale while reducing manual effort and risk. **Ready to simplify your contact merges? [Try Koalify’s contact merging tools for free](https://api.koalify.io/hubspot/install?utm_source=koalify&utm_medium=blog&utm_campaign=contacts)** and take the hassle out of managing HubSpot duplicates. The table below compares the most common ways to merge contacts in HubSpot based on control, risk, and scalability. | Merge method | Best for | Level of control | Risk at scale | | --- | --- | --- | --- | | Manual merge (contact record) | A small number of duplicate contacts | Full control over property values | High | | HubSpot Duplicate Management | Medium-sized cleanups | Moderate control | Medium | | HubSpot bulk merge (Data Hub) | One-time bulk cleanup | Limited control (rule-based) | Medium–High | | Koalify CRM cards | Real-time duplicate cleanup | Full control | Low | | Koalify workflow automation | Large databases and ongoing deduplication | Full control (rule-based) | Very low |   ### Frequently Asked Questions ###### Can you merge contacts in HubSpot? Yes. HubSpot allows you to merge contacts manually from the contact record, using the Duplicate Management tool, or in bulk with Operations Hub or via third party apps. The best method depends on how many duplicates you have and how much control you need over retained data. ###### How do you merge two contacts in HubSpot? To merge two contacts, open the contact record you want to keep, click **Actions → Merge**, search for the duplicate contact, choose which property values to retain, and confirm the merge. The secondary contact is permanently removed. ###### What happens when contacts with different email addresses are merged in HubSpot? When contacts with different email addresses are merged, HubSpot keeps the primary contact’s email address. The secondary email address is stored as a secondary email and can still be used for tracking and association, depending on your HubSpot settings. ###### Can you undo a contact merge in HubSpot? No. Contact merges in HubSpot are permanent and can’t be undone. Once contacts are merged, the secondary record is deleted and its data is written into the primary contact.  ###### Can HubSpot merge contacts automatically? HubSpot’s native tools require manual review before contacts are merged. While HubSpot can suggest duplicates, fully automatic contact merging requires rule-based automation using workflows or third-party tools like Koalify. ###### Category - [HubSpot Data Quality](https://koalify.io/blog/tag/hubspot-data-quality) - [HubSpot Revenue Operations](https://koalify.io/blog/tag/hubspot-revenue-operations) - [HubSpot Integration Duplicates](https://koalify.io/blog/tag/hubspot-integration-duplicates) - [HubSpot Email Validation](https://koalify.io/blog/tag/hubspot-email-validation) - [HubSpot Associations](https://koalify.io/blog/tag/hubspot-associations) - [HubSpot Deduplication](https://koalify.io/blog/tag/hubspot-deduplication) ###### Popular Post - [HubSpot best practices for contacts that leave a company](https://koalify.io/blog/hubspot-best-practices-for-contacts-that-leave-a-company) - [How to Bulk Merge HubSpot Duplicates: Contacts, Companies, Deals and More](https://koalify.io/blog/how-to-bulk-merge-hubspot-duplicates-contacts-companies-more) - [How to Merge Companies in HubSpot (Safely, Manually or in Bulk)](https://koalify.io/blog/how-to-merge-companies-in-hubspot-manual-or-in-bulk) - [HubSpot Deduplication: How to Find, Manage, and Remove Duplicates in HubSpot](https://koalify.io/blog/hubspot-deduplication-the-ultimate-guide-to-zero-duplicates-in-hubspot) - [How to Merge Duplicate Contacts in HubSpot Without Losing Data](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk) ### Similar Blogs ![How to Merge Deals in HubSpot (Safely, Manually or in Bulk)](https://koalify.io/hs-fs/hubfs/Choose%20the%20property%20values%20you%20like%20to%20retain%20after%20the%20deal%20merge.png?width=352&name=Choose%20the%20property%20values%20you%20like%20to%20retain%20after%20the%20deal%20merge.png) #### [How to Merge Deals in HubSpot (Safely, Manually or in Bulk)](https://koalify.io/blog/how-to-merge-deals-in-hubspot-manual-or-in-bulk) By [Jonas](https://koalify.io/blog/author/jonas) 5 May 2025 Duplicate deals in HubSpot can confuse sales reps, break follow-ups, and distort pipeline... 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