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How to Allow or Prevent Duplicate Contacts

Updated

Key Details Before Allowing Duplicates

 

  1. Applies to Zapier and Forms:

    • The "Allow Duplicate Contact" setting only applies to contacts coming through Zapier or Forms.
    • When enabled, duplicate records with the same phone number or email can be created.
    • When disabled, new submissions with duplicate information update existing contacts instead of creating new ones.

  2. Does Not Apply to CSV Imports:

    • For CSV imports, Lead Hero automatically merges contacts based on phone numbers or email addresses, regardless of the setting.
    • Duplicate contacts cannot be created via CSV uploads.

  3. Default Behavior for Imports:

    • When importing contacts via CSV, the system checks for existing records using the specified primary field (email or phone).
    • Contacts with matching information are merged automatically, ensuring a clean and organized database.

 

 

When enabled this setting, "Allow Duplicate Contacts", duplicate contacts are allowed, which can be useful in workflows where the same individual needs to exist as separate records (e.g., different departments).
When disabled, duplicate contacts are prevented, ensuring a single record per phone or email and updates are made to existing records instead of creating new ones.

 

How to Configure the "Allow Duplicate Contact" Setting

 

This setting is located under Settings → Business Profile → Contact Deduplication Preferences and offers additional customization options, such as setting primary and secondary criteria for duplicate detection.

 

Step 1: Go to Settings from the left-hand menu of the Subaccount/Location.

 

 

 

Step 2: Click on Business Profile and under the My Business section, locate the Contact Deduplication Preferences panel on the right-hand side of the screen.

 

 

The "Find Existing Contacts based on" Filter: 

 

This filter allows you to specify how Lead Hero identifies and matches existing contacts in your database. You can select one or both of the following fields:

  1. Primary Field:

    • Choose the main field to check for duplicates:
      • Email (default): Matches contacts based on email addresses.
      • Phone: Matches contacts based on phone numbers.

  2. Second Preference for Search (Optional):

    • Use this field as a secondary criterion for duplicate detection.
    • Example: If "Email" is selected as the primary field and "Phone" as the secondary, the system will first match by email and, if no match is found, check by phone number.

Behavior Across Contact Sources

 

  1. Forms and Zapier:

    • Enabled: Allows duplicates, creating separate records for contacts with the same email or phone.
    • Disabled: Updates the existing contact with the new information instead of creating a duplicate.

  2. CSV Imports:

    • Duplicate records are merged automatically based on phone number or email.
    • Duplicate contacts cannot be created during CSV imports, regardless of the setting.

 

If you wish to learn more on Importing Contacts, please refer to the following article- Importing Contacts and Opportunities via CSV

 

Frequently Asked Questions

 

Q: Can duplicates be created during CSV imports?

No, duplicate contacts cannot be created during CSV imports. The system automatically merges contacts based on email or phone.

 

Q: What happens if I enable "Allow Duplicate Contact"?

Contacts with the same phone number or email can be created via Forms or Zapier. Duplicate contacts cannot be created via CSV uploads.

 

Q: Can I merge duplicate contacts after enabling this setting?

Yes, duplicate contacts can be manually merged using the Merge Contacts feature.

 

Q: How can I prevent duplicates from integrations?

Disable the "Allow Duplicate Contact" setting in your account settings to ensure integrations update existing records instead of creating new ones.

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