📖 Developer Portal
Dedupe Desk Documentation
Install, scan, review and merge duplicate HubSpot contacts and companies in minutes.
Getting Started & Installation
1
Open the Dedupe Desk listing in the HubSpot Marketplace and choose Install app.
2
Review the permissions: read and write contacts and companies, and read their property definitions. Choose Connect app.
3
In HubSpot, open Marketplace → Connected apps → Dedupe Desk, or find it in the Apps menu in the top navigation.
Note: You need to be able to install apps in your HubSpot account. If you cannot, ask a Super Admin.
Run a Scan
1
On the home page choose New scan, then pick Contacts or Companies. Use the Contacts / Companies switch at the top of the app to move between the two lists.
2
Filters (optional). Narrow the scan, for example Lifecycle stage is Customer or Create date is after 1 Jan 2025. Add up to five groups. Records match if they satisfy every filter in any one group. With no filters, all records of that type are scanned.
3
Match rules. Contacts: same email, same phone, similar name at the same company. Companies: same website domain (ignoring https://, www and paths), same company name (ignoring punctuation and Inc, LLC, Ltd…), very similar company name, same phone. You can add extra properties that must match exactly and set the minimum match score.
4
Choose Start scan. Keep the page open while the progress bar runs. Large accounts take a few minutes.
Review Duplicates
Each card shows two records side by side with three key properties (configurable in Settings), the match score and why they matched. Groups of three or more records show the first two and a “+N more” label. Use the search box and score filter to focus on what matters. Choose Compare to open a group.
Compare and Merge
1
Pick the primary record. It survives the merge and keeps its ID. We suggest the oldest record.
2
For each property, choose which record’s value to keep. Properties that differ are highlighted. Empty values never replace a filled one.
3
Choose Merge and confirm. Merging is permanent.
Other actions
- Archive records. Select records to delete in HubSpot. They go to HubSpot’s recycle bin and can be restored there for a limited time.
- Not duplicates. Dismiss the group. These records will not be suggested together again.
About email and domain. The primary record keeps its own email (contacts) or domain name (companies) when merged. HubSpot keeps the other contacts’ emails as additional emails. Pick the record with the best email or domain as primary.
Settings
Open Settings → Integrations → Connected apps → Dedupe Desk.
- Card fields: choose up to three properties shown on each duplicate card, separately for contacts and companies.
- Default minimum score: the starting value for new scans.
- Who can merge: optionally limit merging, archiving and scanning to specific HubSpot user IDs. Leave empty to allow every user with access to the app.
Data & Permissions
What Dedupe Desk reads or writes in your HubSpot account:
| HubSpot Object | Access | Direction | Purpose |
|---|---|---|---|
| Contacts | crm.objects.contacts.read / write | Two-way Sync | Match, compare, merge and archive duplicate contacts. |
| Companies | crm.objects.companies.read / write | Two-way Sync | Match, compare, merge and archive duplicate companies. |
| Property definitions | crm.schemas.*.read | Sync From HubSpot | Build filters and the compare view. |
← Swipe to see more →
Stored data is kept for at most 30 days. See the Privacy Policy.
Troubleshooting & Fixes
Can I undo a merge?
Cause: HubSpot merges are permanent.
Fix: We record pre-merge values in the activity log to help with manual recovery. Archived records can be restored from HubSpot’s recycle bin.
Scan limit reached
Cause: A scan handles up to 200,000 records.
Fix: Add filters, for example by create date, to split larger accounts.
Merge button disabled
Cause: “Who can merge” is limited to specific users.
Fix: Ask an admin to add your HubSpot user ID in Settings.
No duplicates found
Cause: Filters too narrow or minimum score too high.
Fix: Remove filters, lower the minimum score, or add another match rule.
Still stuck? Email advivest@gmail.com with your HubSpot Portal ID.
Uninstalling
1
In HubSpot, go to Settings → Integrations → Connected apps → Dedupe Desk.
2
Choose Actions → Uninstall.
Tokens stop working immediately and stored data is removed within 30 days.