How to Find and Merge Duplicate Contacts

How to Find and Merge Duplicate Contacts

In this article, we'll walk through how to scan for duplicate contact records, review what was found, and merge them so you have one clean record per person.

The Key Steps

1. Scan for Duplicates

  1. Click Contacts in the left-hand navigation menu, then click Duplicates.
  2. Click Scan for Duplicates, then click Start Scan.
  3. The system checks your contacts and reports how many potential duplicate groups it found.

2. Understand What the Scan Matches On

The duplicate tool looks for records that are likely the same person. It matches contacts by:

  • The same name within the same family
  • The same name and birthday
  • A shared email address or phone number

Each group shows a reason badge, for example Same Email or Same Phone, so you can see why two records were flagged.

3. Review the Group and Choose the Primary Record

For each group of duplicates:

  1. Review both records to confirm they are the same person.
  2. Look at the details shown for each one (contact type, email, phone, when it was created, guardian).
  3. Select which contact to keep as the primary record. The message on screen reads select the primary contact to keep.

4. Review What Will Merge

Merging combines the records into one and carries the related data across, including memberships, attendance, subscriptions, and any linked family records.

Important: If either record has an active membership, for example one is a member and the other a trial, review carefully before merging. Confirm you are keeping the right person active so billing stays attached to the correct record.

5. Confirm the Merge

  1. With the primary contact selected, click Merge.
  2. Confirm the action.
  3. The two records become one, keeping the primary contact's details.

If you have any questions about merging duplicate contacts, please reach out to the Market Muscles Support Team.

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