Detect and merge duplicate contacts
System identifies potential duplicate Contacts. An authorized you review and merges them, keeping a primary record and consolidating all related entities.
When this happens: You go to a Contact detail — Merge action, or system surfaces duplicates during creation/import.
Step by step
- 1
Go to a Contact that has been flagged as a potential duplicate, or manually initiates Find Duplicates.
EasyCRM runs duplicate detection: matches on email (exact, case-insensitive), full name (fuzzy), and phone (normalized). EasyCRM shows a list of potential duplicates with match confidence indicators (High: email match; Medium: name+company match; Low: name match only).
- 2
Select one duplicate contact to merge with the current contact. Clicks Merge.
EasyCRM shows side-by-side comparison of both Contact records, field by field. For each field, the primary record's value is pre-selected but user can choose either value.
- 3
Review each field and selects the value to keep. Confirms Primary and Secondary record designation.
- 4
Click Complete Merge.
EasyCRM shows a confirmation: Merging will consolidate all data from [Secondary] into [Primary]. The secondary record will be archived. This action cannot be easily undone.
- 5
Click Confirm.
Within a single transaction: a. EasyCRM updates the primary Contact with selected field values. B. EasyCRM moves all Activities linked to the secondary — primary. C. EasyCRM moves all Tickets linked to the secondary — primary. D. EasyCRM moves all Opportunity links (where Contact is primary) — primary. E. EasyCRM moves all Campaign memberships — primary (dedup if both were members). F. EasyCRM moves all Drip Sequence enrollments — primary. G. EasyCRM archives the secondary Contact with . EasyCRM takes you to the primary Contact detail page. Toast: Contacts merged successfully.
Other paths
No duplicates found
If no matches found. EasyCRM shows: No potential duplicates found
Multiple duplicates found
If multiple potential duplicates are listed. You can merge one pair at a time.
User dismisses a suggested duplicate
Review a suggested duplicate and determines it is not a true duplicate. Clicks Not a Duplicate EasyCRM records the dismissal so the pair is not suggested again.
If something goes wrong
Concurrent modification
If one of the records was modified by another user since the merge screen loaded. EasyCRM shows: One of the records was modified since you started the merge. Please refresh and try again Merge is aborted.
Unauthorized
You are neither the owner of both contacts nor an Admin. EasyCRM shows: You do not have permission to merge these contacts (Must own at least the primary record, or be Admin.)
Good to know
- Only Admin or the owner of the primary record can initiate a merge.
- Merge is a single atomic transaction.
- Campaign memberships are deduplicated — if both contacts were in the same campaign, only one membership is retained.
- Merged secondary record is soft-deleted with a reference to the primary.