Skip to content
menu-toggle
menu-close

How to Merge HubSpot Contacts with same (Mobile) Phone Number

Duplicate records are more than a CRM annoyance, they create friction for your teams, mislead your reporting, and often result in two reps unknowingly reaching out to the same customer. When left unchecked, duplicates reduce trust, cause operational inefficiencies, and hurt the customer experience.

Whether the duplicates come from manual imports, third-party integrations, or form submissions without emails, Koalify makes identifying and resolving them in HubSpot fast, scalable, and accurate.

Why Koalify?

After installing the Koalify app from the HubSpot Marketplace, it automatically generates a set of custom properties designed to help you detect and manage duplicates.

This field becomes the basis for quickly filtering duplicates and guiding your next action — whether merging, excluding, or reviewing manually.

Step-by-Step: How to Find and Merge Contact Duplicates in HubSpot

✅ Step 1: Create a Filtered View for Duplicates

To start reviewing duplicates:

  1. Go to Contacts in your HubSpot CRM.

  2. Click Create view or Add filter.

  3. Set the filter:
    Koalify Main Duplicate Properties is any of (Mobile) Phone Number

This will surface all contacts where a duplicate was detected based on their phone number/

💡 Tip: You can expand this view to include:

  • Mobile Phone Number

  • WhatsApp Phone Number

  • Any custom phone number field used in your portal.


Koalify main duplicate properties on is any of “(Mobile) phone number

🔄 Step 2: Open the Primary Record and Merge

Once your view is ready:

  1. Select the record you want to keep — usually the one with the most complete data or original source.

  2. Look for the "Contact Duplicates" Koalify card in the right sidebar.

  3. Click Merge.

That’s it. The duplicate record will be merged into the primary one, and Koalify will retain your preferred data source.

➡️ Learn more about how to merge duplicate HubSpot contacts


Bonus: Automate Duplicate Merging with HubSpot Workflows

Once your rules are defined and working, you can fully automate the merge process using HubSpot workflows and Koalify’s built-in “Merge Duplicate Contact” action.

🎯 Sample Workflow Enrollment Trigger:

  • Koalify Main Duplicate Rules is any of First Name, Last Name and Mobile Phone

  • Koalify Is Primary Duplicate = False

➡️ Action:

  • Merge Duplicate Contact

This ensures that non-primary duplicates are automatically merged into the main record, saving time, eliminating manual work, and keeping your data clean behind the scenes.

 

Final Thoughts: Less Clutter, Better Conversations

Cleaning up duplicates isn’t just about neat data. It’s about:

  • Making sure your sales team doesn’t double-reach

  • Ensuring accurate campaign reporting

  • Giving every contact a consistent and personalized experience

Want to go deeper? Check out:
Category
Popular Post