--- title: How to Merge Duplicate Projects Records in HubSpot description: HubSpot's Duplicate Management tool doesn't cover the Projects object. Here's how to merge duplicate Projects records, from manual to bulk automated. image: https://koalify.io/hubfs/How%20to%20Bulk%20Merge%20HubSpot%20Projects%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg --- [Skip to content](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#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 Projects Records in HubSpot [By \- Jonas,](https://koalify.io/blog/author/jonas) Apr 21, 2026 ![ Featured Image](https://koalify.io/hs-fs/hubfs/How%20to%20Bulk%20Merge%20HubSpot%20Projects%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg?width=1206&height=829&name=How%20to%20Bulk%20Merge%20HubSpot%20Projects%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg) Professional services teams use the Projects object to keep delivery separate from deals and support. A duplicate project record usually shows up after a migration or a tools integration. The client delivery team rarely notices until a milestone workflow fires on the wrong record.  What makes this particularly frustrating: HubSpot's Duplicate Management tool does not cover the Projects object. It scans contacts and companies automatically. Everything else, including deals, tickets, Services, Projects, and custom objects, you find yourself. This guide covers every method for merging duplicate Projects records in HubSpot: a single manual merge, real-time cleanup as your team works, and automated bulk deduplication at scale. **Jump to:** - [How to manually merge Projects records](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#manual-merge) - [Why HubSpot's Duplicate Management tool doesn't cover Projects](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#native-gap) - [How to merge using Koalify CRM cards](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#crm-cards) - [How to bulk merge with the Koalify workflow action](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#bulk-workflow) - [When merging Projects records becomes risky](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#risks) - [Comparison table and FAQ](https://koalify.io/blog/how-to-merge-duplicate-projects-records-in-hubspot#faq) ## How to Manually Merge Projects Records in HubSpot 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:** 1. Navigate to **CRM \> Projects** and open the record you want to keep as the primary. 2. In the top left, click **Actions \> Merge**. 3. Search for and select the duplicate Projects record to merge into the primary. 4. Review the property values from both records and choose which to retain per property. 5. Click **Merge** to confirm. **What happens when Projects records are merged in HubSpot:** - The primary record's property values are used by default. You can override this per property before confirming. - All associations (contacts, companies, deals, tickets) from both records are consolidated onto the merged record. - Activity timelines from both records are combined. - The merge is permanent. There is no undo. - The original record IDs remain accessible via the Merged Record IDs property. **✅  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. ![How to Manually Merge Projects Records in HubSpot](https://koalify.io/hs-fs/hubfs/How%20to%20Manually%20Merge%20Projects%20Records%20in%20HubSpot.jpg?width=1200&height=447&name=How%20to%20Manually%20Merge%20Projects%20Records%20in%20HubSpot.jpg)   ## Why HubSpot's Duplicate Management Tool Doesn't Cover Projects 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: - HubSpot will never flag a duplicate Projects record on its own - There is no native bulk merge for Projects - The only way to find Projects duplicates without a third-party tool is a manual record-by-record audit This matters more than it might seem for Projects specifically. Projects records are frequently created during CRM migrations, bulk imports, or when a project management integration pushes data into HubSpot without deduplication logic. Those are exactly the scenarios that generate duplicates at volume, and without automatic detection, they can build up unnoticed for months. ![Why HubSpots Duplicate Management Tool Doesnt Cover Services, Projects or Listings](https://koalify.io/hs-fs/hubfs/Why%20HubSpots%20Duplicate%20Management%20Tool%20Doesnt%20Cover%20Services.jpg?width=1500&height=623&name=Why%20HubSpots%20Duplicate%20Management%20Tool%20Doesnt%20Cover%20Services.jpg) ## How to Merge Projects Duplicates Using Koalify CRM Cards Koalify's CRM cards surface duplicate suggestions directly on the Projects record page inside HubSpot. Your team can spot and resolve a Projects duplicate without leaving the record or opening a separate tool. You configure matching rules once in Koalify settings, for example matching on project name and associated company, or project 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:** 1. Navigate to the Projects record you want to keep as primary. 2. In the Koalify duplicate card, review the suggested duplicate. 3. Click **Actions \> Merge** to merge directly from the sidebar. **✅ When to use this:** Your team regularly works through Projects 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. ![How to Merge Projects Duplicates Using Koalify CRM Cards](https://koalify.io/hs-fs/hubfs/How%20to%20Merge%20Projects%20Duplicates%20Using%20Koalify%20CRM%20Cards.jpg?width=1200&height=437&name=How%20to%20Merge%20Projects%20Duplicates%20Using%20Koalify%20CRM%20Cards.jpg) ## How to Bulk Merge HubSpot Projects Duplicates with the Koalify Workflow Action When you have a large volume of duplicate Projects 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 Projects in Koalify** Go to your Koalify settings and configure the matching logic for the Projects object. Choose the properties that define a duplicate for your use case, typically project name combined with associated company, pipeline, or owner. Set your primary record rules: which record wins when property values conflict. **2. Create a Projects-based workflow in HubSpot** - Navigate to **Automations \> Workflows** - Click **Create workflow \> From scratch** - Select the Projects object type, choose a blank workflow, click **Next** **3. Add the Koalify merge action** - Click **+** to add a workflow action - Search for "Koalify" - Select the **Merge Duplicate** action for Projects - Click **Save** **4. Enrol Projects records** - **One-time bulk cleanup:** use manual enrolment. Filter for all Projects records (or a segment likely to contain duplicates) and enrol them all at once. Koalify processes approximately 1,000 merges per hour. - **Ongoing prevention:** set an automated trigger so any new Projects record created by an import or integration is automatically checked and merged if a duplicate is found. **✅ When to use this:** You have a backlog of Projects 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. ![How to Bulk Merge HubSpot Projects Duplicates with the Koalify Workflow Action](https://koalify.io/hs-fs/hubfs/How%20to%20Bulk%20Merge%20HubSpot%20Projects%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg?width=800&height=550&name=How%20to%20Bulk%20Merge%20HubSpot%20Projects%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg)   ## When Merging Projects Records Becomes Risky Most Projects merges are straightforward. A few scenarios are worth checking before you confirm. **The same project name for different clients.** "Q3 Onboarding" might legitimately appear twice, once for two different companies. Match on project name and associated company before treating records as duplicates. **Both records have tasks or milestones attached.** Tasks associated with both records will consolidate onto the merged record. If the two records represent different phases of work that were mistakenly separated rather than true duplicates, merging will mix those tasks together in ways that are difficult to untangle. **Projects created by an external integration.** If a project management tool (Asana, Monday.com, ClickUp) or a professional services platform is generating your Projects 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. **Active projects mid-delivery.** For in-flight projects, check with the delivery team before merging. The merge is permanent, and consolidating mid-delivery records can shift milestone dates, ownership, and activity history unexpectedly. ## Choosing the Right Merge Method for HubSpot Projects | 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 Projects to contacts, companies, or deals, which it often does when the root cause is a migration or 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 Projects records in minutes](https://api.koalify.io/hubspot/install)   ## Frequently Asked Questions #### Can you merge Projects records in HubSpot? Yes. HubSpot supports manual merging of Projects records from the record page using Actions \> Merge. For bulk merging, HubSpot's built-in tools do not cover the Projects object. You need a third-party tool like Koalify, which handles Projects deduplication via workflow automation inside HubSpot. #### Does HubSpot automatically detect duplicate Projects records? No. HubSpot's Duplicate Management tool only scans contacts and companies. Projects, deals, tickets, Services, and custom objects are not included in automatic duplicate detection. To find and merge Projects duplicates, you need to audit manually or use a dedicated deduplication tool. #### What happens to tasks and associations when Projects records are merged? All associations (contacts, companies, deals, tickets) from both records are consolidated onto the primary merged record. Activity timelines from both records are combined. Tasks associated with both records transfer to the merged record. The merge is permanent and cannot be undone. #### Can I automate duplicate merging for HubSpot Projects records? 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 Projects record is created. #### What is the difference between the HubSpot Projects object and custom objects? Projects 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. #### Is a workflow required to bulk merge Projects duplicates in HubSpot? 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 Projects records. ###### Category - [HubSpot Data Quality](https://koalify.io/blog/tag/hubspot-data-quality) - [HubSpot Integration Duplicates](https://koalify.io/blog/tag/hubspot-integration-duplicates) - [HubSpot Revenue Operations](https://koalify.io/blog/tag/hubspot-revenue-operations) - [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 Duplicate Services Records in HubSpot](https://koalify.io/hs-fs/hubfs/How%20to%20Bulk%20Merge%20HubSpot%20Services%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg?width=352&name=How%20to%20Bulk%20Merge%20HubSpot%20Services%20Duplicates%20with%20the%20Koalify%20Workflow%20Action.jpg) #### [How to Merge Duplicate Services Records in HubSpot](https://koalify.io/blog/how-to-merge-duplicate-services-records-in-hubspot) By [Jonas](https://koalify.io/blog/author/jonas) 21 April 2026 Duplicate contacts send the same email twice. 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