How to Merge Contacts in HubSpot (Manual or in Bulk)

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. If you're wondering how to merge contacts in HubSpot quickly and accurately, you're in the right place.

In this guide, we’ll show you multiple ways to merge HubSpot contacts, from manual merging to automated bulk deduplication. 

How to Manually Merge Contacts in HubSpot from the 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, click Actions → Merge.
   
   

3. Click Select contact → search for the duplicate → choose the correct record.
   
   

4. Choose the property values you'd like to keep.
   
   

5. Click Merge.
   
   

What Happens:

• 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 Contacts Using 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 pairs (or 5,000 for Operations Hub Pro, 10,000 for Enterprise).

Steps:

1. Start by navigating to the duplicate management tool

   1. Contacts → Actions → "Manage Duplicates"

      
      

2. Click Review next to a pair you'd like to evaluate in the duplicate management tool
   
   

    

3. Choose the property values you'd like to keep.
   
   

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 Operations 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.

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.
   
   

    

3. Choose your merge criteria to determine which records should be primary.
   
   

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 incaccurate, so you may accidentally merge unrelated records

• Limited control over which property values are retained (5 options for selecting the primary) 

• Only available with Operations Hub Pro or Enterprise

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 spot 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
   
   

3. Confirm the merge when prompted.
   
   

✅ 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
       
      

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
      
      

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 keep deduplication running in the background
      
      

✅ Pros:

• Unlimited bulk merges

• Simple and intuitive to use

• Ful control over which duplicate get merged and are the primary

• Great for initial clean-ups and ongoing automated deduplication

❌ Cons:

• Requires at least one Professional-tier Hub to access workflows