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.
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.
To start reviewing duplicates:
Go to Contacts in your HubSpot CRM.
Click Create view or Add filter.
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.
Once your view is ready:
Select the record you want to keep — usually the one with the most complete data or original source.
Look for the "Contact Duplicates" Koalify card in the right sidebar.
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
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.
Koalify Main Duplicate Rules is any of First Name, Last Name and Mobile Phone
Koalify Is Primary Duplicate = False
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.
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
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