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Contacts

How to merge duplicate contacts

In Contacts › Smart Lists, select 2 to 10 duplicate contacts, click More › Merge, choose the master contact and confirm. Admins can also use Manage Duplicates (three-dot menu) to find duplicates by email, phone or name.

Updated on

Before you start

  • To use the Manage Duplicates tool you must be an admin.
  • You can merge up to 10 contacts at a time.
  • Merging is permanent and can't be undone. Double-check which contact is the master before you continue.
  • The master contact is the one that remains. Appointments, payments, orders and invoices keep the master's values. For custom fields, values from other contacts are only copied if the master's field is empty.
Where to find it

Contacts › Smart Lists › More › Merge

Step by step

Merge contacts you already know are the same

  1. In Contacts › Smart Lists, use the search bar to find the duplicate records (by name, email or phone).
  2. Check the boxes for the contacts to merge (between 2 and 10).
  3. In the action bar, click More, then Merge.
  4. In the window that opens, choose the contact to keep as Master.
  5. Review the fields with different values and pick which value to keep for each (primary email, phone, business name…).
  6. Click Merge Contacts.

Find duplicates automatically (admins)

  1. In Contacts, click the three-dot menu next to Add Contact and choose Manage Duplicates.
  2. Under Find By, choose Email (recommended), Phone or Name, and click Find Duplicates.
  3. Expand each group (down arrow) to see the contacts found.
  4. Click Review to compare fields side by side and choose which values to keep.
  5. Choose the Master contact and click Merge.
  6. In the confirmation, check the box saying you understand this can't be undone and click Merge Duplicates.
  7. If a group isn't really a duplicate (for example, two family members sharing an email), click Reject. That email, phone or name won't be used to find duplicates again (this can't be reverted either).

Prevent duplicates in the future

  1. Go to Settings › Business Profile and find the contact preferences.
  2. Turn off Allow Duplicate Contacts.
  3. Choose the primary and secondary fields used to detect duplicates (Email or Phone) and save.

Tips

  • Check for duplicates every so often, especially after imports or connecting new forms.
  • Ask your team to always search for a contact before creating one.

Common problems

  • The Merge option doesn't appear → Select at least 2 contacts (10 at most). Also check that you have permission to manage contacts.
  • "Limit reached (10/10)" appears → Merge these 10 first, then repeat with the rest.
  • The Merge Duplicates button is disabled → Check the box confirming that the action can't be undone.
  • "No duplicates found" → Try another criterion (Phone or Name).
  • I don't see Manage Duplicates → Only admins have access. Ask an admin on your account.

Frequently asked questions

Can I undo a merge?

No. Contact merges are permanent.

What happens to conversations, notes and tasks?

Tasks, opportunities, notes and other related data from the merged contacts move to the master contact.

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