Best practices for using Dedupely with HubSpot, from safe match setup and merge rules to syncing tips, merge history, and platform limitations.
If you’re using HubSpot with Dedupely, you’re already taking a strong step toward cleaner, more accurate CRM data. To help you get the most from your deduplication efforts, we’ve put together these best practices tailored specifically for HubSpot users.
1. Understand how Dedupely integrates with HubSpot
Before merging, it’s important to understand how Dedupely connects and operates within HubSpot:
- Dedupely uses HubSpot’s native merging engine to perform merges.
- We do not override or bypass HubSpot’s core logic, merges behave the same as if you merged manually inside HubSpot.
- All merging happens within your HubSpot account.
For more, visit: HubSpot Merge Guide
2. Always Start with a Full Sync
When you connect your HubSpot account for the first time, Dedupely will:
- Prompt you to authorize access via your HubSpot login.
- Automatically start syncing all core record types (Contacts, Companies, Deals).
- Include custom objects if present in your HubSpot account.
Dedupely re-syncs your data every 10–30 minutes in the background to keep your records up-to-date.
We recommend reviewing our Syncing Records article for more information on sync behavior, limits, and timing.
3. Start with safe matching conditions
Avoid false positives by matching on strong, reliable fields such as:
- Email address (for Contacts)
- Company domain name (for Companies)
- Phone number (when consistently formatted)
Avoid starting with fuzzy matches or relying solely on names. For detailed instructions, check out:
If your initial search pad is generating too many unexpected results, review your fields and filters or adjust your match/merge limits in settings.
4. Begin merging with manual or bulk methods
We recommend the following merge sequence for HubSpot users:
- Single merge: Start here to learn how merging works.
- Bulk merge: Once confident in your match logic.
- Auto merge: Schedule for recurring cleanup once you’ve validated results.
5. Use merge rules for precision
If you want specific values to win (e.g., oldest Create Date, longest Company Name), use Dedupely’s Merge Rules Engine to define:
- What wins or loses
- Under what conditions
- Across which Search Pads
This is especially useful when HubSpot fields are not consistent. Learn how to configure rules in:
6. Watch out for Salesforce sync limitations
If you’re using Salesforce Sync in HubSpot, be aware:
- Contacts and Deals can still be merged in Dedupely.
- Companies cannot be merged while Salesforce Sync is active due to HubSpot platform limitations.
If this affects you, we recommend temporarily disabling the integration if possible, or only merging Contacts and Deals.
7. Monitor your merge history
After completing merges:
- Visit your Merge History page to view past merges.
- Click any entry to see which records were merged and which values won.
- Download full history for backup or audit purposes.
8. Stay safe with merge controls
Avoid unintended merges by configuring:
- Maximum matches per duplicate group
- Maximum records to merge at once
You can configure these limits in the Search Pad settings.
Review our full guide on: Merge Safety
9. Managing what you sync
To control what HubSpot data Dedupely syncs:
- Navigate to App Management in the left menu.
- Enable or disable object types (e.g., Contacts, Deals, Custom Objects).
- You’ll also see a record count per object that affects your subscription tier.
For more information, visit: Syncing Records
10. Get help anytime
Dedupely provides unlimited support via:
You can reach out as often as needed. We’re here to help walk you through merging best practices, data strategy, and implementation.