Duplicate Detection
One Person, One Lead. Not Two.CRM duplicate detection that checks email, then phone, before a lead is saved.
Before a lead is written, Adoptiv checks it against your list by email address, then by phone number, both cleaned up first. A match points to the original record, so you skip the copy or update the original. Matching is exact, so there is no similarity score for anyone to second-guess.
- Email first, then phone
- Checked on every import
- Exact matches only
How it works
- A new lead arrivesFrom an import, or from a call
- Email checked firstTrimmed and lowercased, then matched
- Then the phonePrimary and mobile, reduced to digits
- Match foundPoints to the original recordNo matchSaved as a new lead
One Record per Person. One History to Read.
A match points to the oldest record, the one with the history, not the copy somebody made last week.
Numbers in brackets and dashes, or with 00 in front, land on the same key as the clean version.
Exact matching on email and phone, with no similarity score or confidence level to second-guess.
If an import stops and starts again, rows it already wrote aren’t written a second time.
Duplicate Checks in Three Steps.
Bring Leads in
Import a file or take a call from a new number. Either way, the check runs before anything is saved.
Choose What a Match Means
On import, skip duplicates, update the existing lead, or add the row anyway.
Work One Record
Calls, notes and history build up on the original lead, not on a copy.
What Is CRM Duplicate Detection, and Why Exact Matching?
CRM duplicate detection stops the same person landing on your list twice. In Adoptiv every lead from an import, and any lead a call creates, is checked by email address and then phone number before it is saved, so you prevent duplicate leads instead of cleaning them up later.
To match leads by email and phone fairly, both are cleaned first. Emails are trimmed and lowercased. Phone numbers, primary then mobile, are reduced to digits behind a plus, and a leading 00 is read as the international prefix. The stored key and the incoming one go through the same routine, so formatting never decides a match.
Matching is exact once cleaned. There is no fuzzy matching and no confidence score, and names and addresses are never compared. Dots and plus signs in email addresses are kept as typed, so jo.smith@ and josmith@ count as different. When several records share a key, the earliest created one wins.
The duplicate check on import runs per batch of 500, and a retried run won’t write the same row twice. Duplicate contacts in CRM that are already there aren’t swept for: the check runs on import and on calls, not on a schedule. Choose what a match does in bulk import, and see the full history on the original lead.
Duplicate Checks You Can Explain in One Sentence.
Trimmed and lowercased, then matched exactly.
Primary and mobile numbers, reduced to digits so formatting never matters.
A new lead from a call is matched before a second record is made.
The earliest created record is always the match.
A restarted import never writes the same row twice.
For Teams That Buy and Combine Lists.
Duplicate Detection vs Cleaning Up Later.
| What | Cleaning up duplicates later | With Adoptiv |
|---|---|---|
| When duplicates are caught | Cleaning up duplicates later: After reps have called both copies | With Adoptiv: Before the lead is saved |
| How a match is decided | Cleaning up duplicates later: Someone compares names by eye | With Adoptiv: Exact email, then exact phone |
| Formatting differences | Cleaning up duplicates later: Easy to miss | With Adoptiv: Cleaned up before comparing |
| Which record survives | Cleaning up duplicates later: Whichever one someone keeps | With Adoptiv: The oldest, with the history |
| Records already in the CRM | Cleaning up duplicates later: A periodic cleanup project | With Adoptiv: Not swept: checks run on import and calls only |
Duplicate Detection Questions, Answered.
How does CRM duplicate detection work?
It checks a new lead against your existing ones before saving it. Adoptiv compares the email address first, then the primary and mobile phone numbers, after cleaning both up.
Why email before phone?
Two people share a switchboard number far more often than they share a mailbox, so an email match is the stronger signal.
Does it match on names?
No. Names and addresses are never compared, so two different people called John Smith stay two leads.
When does the check run?
On every import, and on any lead a call creates. It doesn’t run on a schedule or on demand.
Which record wins when several match?
The oldest one. The earliest created record is the match, so new information joins the record that already has the history.
How do I avoid duplicate leads?
Bring leads in through import, which checks every row by email and phone, and choose skip or update for matches. Leads created by calls are checked the same way.
Is it a CRM deduplication tool for records I already have?
No. It checks leads as they arrive, on import and from calls. It doesn’t scan existing records on a schedule or on demand.
Does it use fuzzy matching?
No. Matching is exact after cleanup, with no similarity score. That means jo.smith@ and josmith@ are treated as different addresses.
Are home and other phone numbers checked?
No. Only the primary and mobile numbers are used for matching.
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