How do I find and merge duplicate contacts in ASNSpark! CRM?

Duplicate contacts split a family's or referral partner's history across two records, so your team sees only part of the story. Merging them gives you one complete record. You can merge contacts you already know are duplicates, or let ASNSpark! CRM scan for them.

Important: a merge cannot be undone. Review the records carefully before you confirm.

What happens when contacts merge

• You choose one record as the main record. It is the one that remains.
• Conversations, notes, tasks, opportunities and tags from the other records are combined into it.
• Appointments, payments and invoices stay with the main record.
• A custom field from another record is copied over only if that field is blank on the main record.
• If a contact is in an active workflow, the workflow continues on the main record.

Merge contacts you already know are duplicates

1. Go to Contacts.
2. Search by name, email, phone, business name or tag to find the duplicate records.
3. Check the box next to each record you want to merge. You can merge up to 10 at a time.
4. Click More in the action bar, then Merge.
5. Choose which record should be the main record.
6. Review any fields with different values and pick the ones to keep, such as the correct phone number or email.
7. Click Merge Contacts.

Let ASNSpark! CRM find duplicates for you

This tool is available to account admins only.

1. Go to Contacts, click the three-dot menu and select Manage Duplicates.
2. Choose how to match: Email (recommended), Phone or Name.
3. Click Find Duplicates.
4. Expand a group to see the matching records. Click Review to compare them side by side.
5. Choose the main record and the values to keep, then click Merge Contacts.
6. Check the box confirming you understand the merge is permanent, then click Merge Duplicates.

If a group is not really a duplicate, for example two family members who share a phone number, click Reject. That match will not be suggested again. A rejection cannot be reversed.

Prevent duplicates going forward

Go to Settings, then Business Profile, then Contact Preferences. Turn off Allow Duplicate Contacts and choose whether email or phone number should be used to recognize an existing contact.

Troubleshooting

• No duplicates found: try matching by phone or name instead of email.
• The Merge button is grayed out: check the confirmation box first.
• You do not see the Merge option: select at least 2 contacts. If it still does not appear, your user role may not allow merging. Ask your account admin.

Where do duplicates come from? Usually manual entry, spreadsheet imports, website forms and calendar bookings where someone uses a slightly different email or phone number.

Have a question about your own account? Submit a ticket and our team will follow up.