They also explore some of the latest HubSpot updates, including improved CRM associations, round-robin call routing, AI Note Taker, and new workflow capabilities.
Watch the full episode below:
How can you clean up duplicate records in HubSpot?
Duplicate contacts and companies are common in almost every CRM. They can be created through form submissions, imports, integrations, or simply because the same information is entered more than once.
HubSpot helps identify potential duplicates through its duplicate management functionality in Data Hub. It compares records using information such as company names, domains, phone numbers, and other properties.
However, merging duplicate records isn't always as simple as clicking a button.
What should you check before merging duplicate records?
Before merging records in HubSpot, it's important to understand how the changes might affect your existing CRM data and processes.
Lisa recommends taking a few precautions:
- Review your integrations: Check whether connected systems synchronize contacts or companies with HubSpot and how they handle merged records.
- Check your workflows: By default, property changes resulting from a merge don't trigger workflow enrollment unless the relevant setting is enabled. Test important workflows before proceeding.
- Identify your primary records: Review which properties should be preserved and whether missing information can be filled using the duplicate record.
- Check whether records are actually duplicates: Two companies with similar names or domains might represent different branches that should remain separate.
- Back up your data: Export your records and document the duplicate pairs before making changes.
- Start with a pilot: Test the process with a small group of records before merging duplicates in larger batches.
HubSpot also offers functionality to preserve references to merged record IDs, which can help reduce issues with connected systems.
The important thing is to understand how your CRM is being used before making changes that could affect other processes.
How can you prevent duplicate records in HubSpot?
Cleaning up existing duplicates is only part of the process. Preventing new ones is equally important.
Lisa recommends reviewing the main sources of contact and company creation, including integrations, imports, and forms.
Erwin also suggests making deduplication a recurring activity rather than waiting until the database becomes difficult to manage.
A monthly review, or at least an annual cleanup, can help keep your CRM organized and reduce problems over time.
Want to understand the current state of your HubSpot CRM? A HubSpot Health Check can help identify data quality issues and opportunities for improvement.
How can you copy associations between records in HubSpot workflows?
HubSpot has introduced a beta feature that allows users to copy CRM associations through an intermediary record, even when the records aren't directly connected. Watch more here:
Can you schedule HubSpot workflows daily, weekly, or monthly?
Another update highlighted by our hosts is the expansion of scheduled workflow triggers in HubSpot. Users can now schedule workflows to run daily, weekly, or monthly across more hubs.
Previously, some of these scheduling options were limited to Data Hub.
This update creates more opportunities for recurring automation, particularly for marketing and sales teams.
For example, teams can use scheduled workflows to manage recurring processes without having to trigger them manually.
Can you customize the navigation in HubSpot?
HubSpot is introducing a beta feature that allows admins to customize navigation for users and teams.
This is especially helpful for companies with multiple hubs, custom objects, and complex CRM environments.
Instead of displaying every available tool, navigation can be adapted to the features different teams actually need.
For example, marketing users might not need to see all the tools used by service or sales teams.
By simplifying navigation, companies can make HubSpot easier to use and help employees find the features they work with most frequently.
What's next for HubHype?
As the year comes to an end, Erwin and Lisa and the entire Thalox Team are already preparing something different for the next episode.
HubHype Episode 25 will be live on LinkedIn, with a special end-of-year edition and potentially a few surprises.
Stay tuned for more information!
In the meantime, listen to the full episode and enjoy the conversation.
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