To merge duplicate Listings records in HubSpot: open the primary record, click Actions > Merge, select the duplicate, and confirm. For bulk merging, use the Koalify workflow action. HubSpot's native Duplicate Management tool does not cover the Listings object.
Real estate teams use the Listings object to track properties, agents, and availability in HubSpot. When the same listing appears twice, usually after a migration from a property management platform or a bulk import, it breaks quietly.
What makes this worse: HubSpot's Duplicate Management tool does not cover the Listings object. It scans contacts and companies automatically. Everything else, including duplicates for deals, tickets, Services, Projects, Appointments, Courses, Listings, and custom objects, you have to find yourself.
This guide covers every method for merging duplicate Listings records in HubSpot: a single manual merge, real-time cleanup as your team works, and automated bulk deduplication at scale.
Jump to:
For a small number of duplicates you have already identified, HubSpot's native merge works directly from the record page, the same way it does for contacts, companies, deals, and tickets.
Steps:
What happens when Listings records are merged in HubSpot:
✅ When to use this: You have spotted a handful of duplicates manually and know which record to keep. Fast and requires no additional tooling.
❌ Limitation: You have to find the duplicates yourself. This does not scale past a small number of records and gives you no visibility into how many more might exist across your portal.
HubSpot's Duplicate Management tool, accessible via Data Management > Data Quality > Manage Duplicates, automatically scans your CRM and surfaces potential duplicates for review.
The limitation: it only covers contacts and companies.
Deals, tickets, Services, Projects, Appointments, Courses, Listings, and custom objects are all excluded from HubSpot's automatic duplicate detection. That means:
This matters more than it might seem for Listings specifically. Listings records are frequently created during CRM migrations, bulk imports from property management platforms, or when a real estate integration pushes data into HubSpot without deduplication logic. Those are exactly the scenarios that generate duplicates at volume, and without automatic detection, they can accumulate for months without anyone noticing.
Koalify's CRM cards surface duplicate suggestions directly on the Listings record page inside HubSpot. Your team can spot and resolve a Listings duplicate without leaving the record or opening a separate tool.
You configure matching rules once in Koalify settings, for example matching on listing address and associated company, or listing name and pipeline stage. From that point on, whenever a duplicate is detected, it appears in the Koalify card on the right sidebar of the record.
Steps:
✅ When to use this: Your team regularly works through Listings records and you want duplicates surfaced and resolved in real time, as part of normal workflow, without a separate cleanup process.
❌ Limitation: One record at a time. Not the right approach for clearing a large backlog.
When you have a large volume of duplicate Listings records (from a migration, a bad import, or an integration running without deduplication logic) the Koalify workflow action is the right approach. It runs entirely inside HubSpot, merges at scale, and can be left running to prevent new duplicates automatically.
Steps:
1. Configure matching rules for Listings in Koalify
Go to your Koalify settings and configure the matching logic for the Listings object. Choose the properties that define a duplicate for your use case, typically listing address combined with owner, or pipeline. Set your primary record rules: which record wins when property values conflict.
2. Create a Listings-based workflow in HubSpot
3. Add the Koalify merge action
4. Enrol Listings records
✅ When to use this: You have a backlog of Listings duplicates to clear, or you have a continuous source of new duplicates and want automated ongoing prevention.
❌ Limitation: Requires HubSpot Professional or Enterprise to access workflows. Initial rule configuration takes around 10 to 15 minutes.
Most Listings merges are straightforward. A few scenarios are worth checking before you confirm.
A property address might legitimately appear twice, once as a sales listing and once as a rental. Match on address and listing type before treating records as duplicates.
Deals and contacts associated with both records will consolidate onto the merged record. If the two records represent separate listing engagements that were mistakenly split rather than true duplicates, merging will combine those associations in ways that are difficult to untangle.
If a property management platform, real estate CRM, or listing syndication tool is generating your Listings records in HubSpot, confirm whether it will recreate the deleted record after the merge. If it will, you need deduplication logic at the source or at the integration layer. Koalify handles what gets through into HubSpot, but it cannot stop upstream recreation on its own.
For listings with open deals or active buyers, check with the relevant team before merging. The merge is permanent, and consolidating mid-transaction records can shift deal associations, ownership, and activity history unexpectedly.
| Method | Best for | Scalability |
|---|---|---|
| Manual merge (record page) | Small number of known duplicates | Low |
| Koalify CRM cards | Real-time cleanup as your team works | Low to medium |
| Koalify workflow action | Large backlogs and ongoing prevention | Very high |
For most teams: start with a one-time bulk cleanup using the Koalify workflow action, then leave the workflow running so new duplicates are caught automatically as they come in.
If your duplicate problem extends beyond Listings to contacts, companies, or deals — which it often does when the root cause is a migration or property management integration — Koalify handles all of them. You set up a separate workflow per object using the same approach.
Install Koalify free and see your duplicate Listings records in minutes
Yes. HubSpot supports manual merging of Listings records from the record page using Actions > Merge. For bulk merging, HubSpot's built-in tools do not cover the Listings object. You need a third-party tool like Koalify, which handles Listings deduplication via workflow automation inside HubSpot.
No. HubSpot's Duplicate Management tool only scans contacts and companies. Listings, deals, tickets, Services, and custom objects are not included in automatic duplicate detection. To find and merge Listings duplicates, you need to audit manually or use a dedicated deduplication tool.
All associations (contacts, companies, deals, tickets) from both records are consolidated onto the primary merged record. Activity timelines from both records are combined. The merge is permanent and cannot be undone.
Yes, with Koalify. You configure matching rules once in Koalify settings, then use the Koalify workflow action in a HubSpot workflow to merge duplicates automatically, either as a one-time bulk cleanup or as ongoing prevention triggered whenever a new Listings record is created.
Listings is one of HubSpot's activatable standard objects, built by HubSpot and available across accounts but inactive by default. Custom objects are objects you define yourself with your own schema, available on Enterprise plans. Both support manual merging from the record page, and both are supported by Koalify for automated bulk deduplication.
If you are using Koalify, yes. The bulk merge runs via a HubSpot workflow action, which requires at least one Professional-tier Hub. There is no native HubSpot bulk merge option for Listings records.