Help Center

Merging Contacts

Merge Contacts

The Merge Contacts feature in LeadCenter.AI helps you combine duplicate records into one clean profile. This ensures your contact list stays organized and all related data is consolidated under a single record.

How to Merge Contacts

1. Open the Merge Contacts tool
   Go to Contacts, open any contact record, click the Action Menu, then select More → Merge Contacts.
2. Find duplicate contacts
   The system automatically checks for duplicate records based on mobile phone number and email address.
   If no duplicates are found, you can manually search for possible matches by entering a first name, last name, email, or phone number in the search box, then pressing Enter.
3. Choose the primary contact
   When duplicates appear, the contact shown at the top of the screen is marked as the Primary Contact — this is the one that will remain after the merge.
   If you want to make a different contact the primary one, click Make Primary Contact. The selected record will move to the top and become the new primary contact.
4. Select the duplicates to merge
   In the list of Matching Duplicate Contacts shown below, check the box next to each duplicate you want to merge into the primary contact.
5. Merge the contacts
   Once your selection is complete, click Merge. The system will combine the selected duplicates into the primary contact record and remove the duplicates afterward.

What Gets Merged

When contacts are merged, LeadCenter automatically consolidates all related data from the duplicate records into the primary contact, including:

• Emails and phone numbers
• Addresses
• Notes and tasks
• Events and appointments
• Forms and accounts
• Text messages, emails, and phone call logs

This ensures all communication and activity history stays connected to the contact you keep.

Fields Not Merged

Certain profile-specific fields are not merged automatically to avoid overwriting critical information. These include:

• Date of Birth
• Client Status
• Contact Stage or Pipeline Stage
• Custom Profile Fields (if conflicting)

If any of these fields differ between contacts, you may need to update them manually after the merge is complete.

Important Notes

• The merge process will only work if the contacts are not linked to external systems such as Redtail or Wealthbox. You must disconnect (de-associate) the contact from these integrations before merging.
• The Primary Contact is the record that remains after the merge. All selected duplicates will be permanently removed.
• If no duplicates appear automatically, try searching manually using the contact’s email or phone number.

Troubleshooting

• No duplicates found: Search using a different field such as phone or email, and ensure you press Enter after typing your search.
• Merge button not working: Verify the contact isn’t connected to Redtail or Wealthbox. Disconnect it first, then try again.

Best Practices

• Review duplicate contacts carefully before merging to confirm they belong to the same person or entity.
• If you are unsure, export your contact list before merging to create a backup copy.
• Check and update important fields (like Client Status or Stage) after merging to ensure the data remains accurate.
• Regularly review your contact database to prevent unnecessary duplicates from building up.