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How to implement a “Zero HubSpot duplicates” policy

In the world of customer relationship management, a tidy database is crucial. HubSpot users often face the daunting task of eliminating duplicates. With the features of Koalify, achieving zero duplicates is possible.


Why do you want to avoid duplicate records?

  • Duplicates have the potential to undermine your relationship with a customer or prospect.
  • Duplicates can be a source of frustration for your sales and services representatives.
  • Merging duplicates can be challenging for operations or HubSpot CRM administrators.

This article explores steps to create a duplicate-free HubSpot environment and emphasizes the importance of a "zero HubSpot duplicates" policy.

Generate an overview of duplicates, clean data, deduplicate, and establish processes to spot duplicates.


1. Get an overview of your HubSpot duplicates

The journey to zero duplicates begins with insights. Start by gaining a comprehensive overview of your duplicates. Utilize HubSpot views or HubSpot reports to understand where your duplicates are coming from, how duplicates are identified and who is the owner of these records. This initial step lays the foundation for an informed and strategic approach to a "Zero HubSpot duplicates policy".

Create a view of duplicates that were identified this month

2. Correct inaccuracies in your data

Before deduplicating, prioritize cleaning data inaccuracies. Address inaccuracies in your HubSpot data by eliminating incorrect company domains, LinkedIn URLs, and any other erroneous information which might be highlighted as potential duplicates. This not only streamlines your database but also ensures contact and company data is accurate and reliable. Consequently, duplicates identified by Koalify will be genuine duplicates. This will bring you a step closer to a "zero HubSpot duplicates" policy.

select the companies with the data inconsistency


3. Deduplicate your records with precision

With a cleaned dataset, let's address the duplicates using Koalify's robust deduplication features. Utilize Koalify's duplicate views to pinpoint records with multiple duplicates or those requiring a unique property. Depending on the quantity of duplicates identified, choose one of the following approaches to deduplicate your data:

For a low number of duplicates, distribute the merges across the record owners. Koalify empowers HubSpot users to review and merge 1 HubSpot record per minute with the Koalify Contact & Company duplicate cards:

Koalify HubSpot deduplication made easy

For a high number of duplicates, consider merging records in bulk (coming soon - get in touch).

When you push through, you will eventually reach zero HubSpot duplicates.
However, maintaining this requires ongoing effort to ensure the count stays at zero.

4. Stay Ahead of HubSpot Duplicates

Achieving zero duplicates is not a one-time effort, it's an ongoing commitment. Set up processes to proactively identify and eliminate new duplicates as they arise. Consider creating HubSpot views or reports that highlight potential duplicates for quick review. Implement HubSpot notifications when new HubSpot duplicates are identified. By establishing these processes, you can stay ahead of duplicates and maintain a clean HubSpot database over the long term.

How to set a notifications for new duplicates in HubSpot action-1



In conclusion, achieving zero HubSpot duplicates is an ongoing commitment. By gaining insights, cleaning inaccuracies, and leveraging Koalify's features, users can reach this milestone. Establishing proactive processes, such as custom views and notifications, ensures a consistently clean HubSpot database. A “zero HubSpot duplicates" policy can can transform your HubSpot environment into a streamlined and efficient CRM system.

Don’t hesitate to reach out if you have feedback or questions!