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: email (exact, case-insensitive) in the Contact's Company, or across all Contacts when it is an individual customer (no Company); phone and mobile phone (normalized, also against the numbers a customer called or wrote from) across all Contacts; first and last name in the Contact's Company, or among the individual customers when it has none. EasyCRM shows up to five potential duplicates, the Contact's open duplicate candidates first, each with its email, phone, mobile phone and Company and the reason it matched: Same email, Same phone, Same name or Flagged as a possible duplicate.
- 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.
Warned while typing a customer in
Save a new or edited Contact on the Contact form; converting a Lead checks the same way. EasyCRM runs the step 2 detection on the typed email, phone, mobile phone and name. The Contact is an individual customer when the form's Company is empty, or when the Lead is converted with *No Company*; converting into a new Company matches email and phone only. A phone typed without its international prefix is read in the Contact's Country when that is an ISO code, otherwise in the company's default country. EasyCRM shows a non-blocking warning when a match is found, listing each possible duplicate with the reason it matched and an Open link. Click Create anyway to continue, or Cancel to go back to the form.
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.)
A contact is anonymized
If either Contact is anonymized. EasyCRM shows: An anonymized contact can't be merged Nothing is merged.
An erasure request is pending
If either Contact has a GDPR Erasure request that is Pending or Processing. EasyCRM shows: This contact has a pending erasure request, so it can't be merged until the request is finished Nothing is merged; confirming a flagged duplicate leaves it open. An Export request, or an Erasure that is Completed or Failed, does not stop the merge.
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.