How to Prevent Duplicates in HubSpot
Merging is treatment. How to prevent duplicates in HubSpot is the cure, and it's mostly four settings and one habit.
How to prevent duplicates in HubSpot at each source
Forms without a work email
A personal address on a form creates a second contact. Ask for the work email where it's reasonable to.
Imports without a matching key
Import on email for contacts and domain for companies, or map the record ID directly. Without a key, every import is a duplicate generator.
Integrations that create rather than match
Check what each connected app does when it can't find a match. Creating a new record is a common and expensive default.
Companies with several domains
Add every legitimate domain to the company record so contacts associate correctly instead of spawning a second company.
Customers who email twice
This one you can't prevent, and it's the origin of most duplicate tickets. It has to be caught rather than avoided.
No owner
Data quality without a named owner decays. Put it on one person calendar for fifteen minutes a week.
Frequently asked questions
How do you avoid duplicates when importing into HubSpot?
Map email as the unique identifier before you upload. To avoid duplicates when importing into HubSpot, dedupe the file first and let HubSpot update existing records rather than create new ones, which is also how you stop duplicate contacts HubSpot-side over time.
How do you prevent duplicates in HubSpot?
Match on email for contacts and domain for companies at every entry point: forms, imports and integrations. Then keep ticket creation to one channel, because two channels for one request is where support duplicates come from.
Does Ticket Merger support HubSpot yet?
Not yet. Ticket Merger connects to Zendesk and Freshdesk today, and HubSpot is next on the roadmap. Tell us you want it and we will let you know the moment it is ready, since we prioritise by how many people ask.
Can I review merges before they happen?
No. Once a pair matches your rules, Ticket Merger merges it. What you control is what qualifies: requester, the subject keywords you list, the time window, and the groups, forms or tags you exclude. To see how it behaves before it touches everything, point it at one group first and widen from there. Every merge leaves a note on the thread saying what was merged and why.
What stops it merging two tickets that are not the same?
Rules you set. Match on requester, subject keywords, status, priority, category or group, and a time window, and exclude anything you want left alone, like tickets from a specific form, group or tag. Anything that does not clear those rules is left alone.
How long does setup take?
About five minutes to connect, and the first scan of your open queue runs immediately after. Onboarding help is included on every plan.
The duplicates you can't prevent
People will always contact you twice. Ticket Merger catches those before an agent answers both, on Zendesk and Freshdesk now and HubSpot soon.
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