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      Merging Companies in Apollo

      Step-by-step Screenshots & Video (Click Here)

        1. Search the company and select Saved > go to the “duplicate” company (the company you want to get rid of or the merge “from” record).

         

        1. At the duplicate company record > Actions > Merge Duplicate.

         

        1. Search the main company record (the company you want to keep or merge “to” record) > Merge.

         

        Notes: 

        • Please double check the “Saved” company. The “Total”, “Net New”, and “Saved” can be confusing at times.
        • Search for the company to see if there is more than one duplicate record. 
        • Please check the domain before you merge! They can be different entities of the same company. Or the same name but completely different companies. Always double-check the contacts within the company record.
        • If there are multiple duplicates, you have to repeat the same process until all records are merged.
        • Parent and child companies should NOT merge. If you want to link an object to another company/contact, please do that at the object level. 
          • For example, person A is using an HQ email but signing a contract for the subsidiary and you want to keep A under the subsidiary. DO NOT merge the account. Simply go to the contact, unlink A from the HQ (company object), and relink A to the subsidiary (company object). If there are tickets under that person, it will take the tickets with you to the subsidiary. 
        • HubSpot will automatically create new records for both contact and company if they do not exist in the system so if any other email (based on domain) sends in a ticket. HubSpot will create that account (based on domain) again. This is why you don’t want to merge different domains.
        • Advanced Q: If the domain of the email address is no longer in use, can I merge them? 
          • Yes - If they’re a prospect AND you’re sure that domain is no longer in use INCLUDING their email address domain. This happens a lot in mergers/acquisitions. For example, company A under a.com is acquiring company B with b.com. So b.com does not exist anymore or redirects to a.com. BUT B company’s employees are still using xyz@b.com. Then wait until all b.com emails are all done migrating to a.com then yes merge them or remove records if they’re not important at all.
          • No on the contacts level - If they’re a customer, just for record keeping. In case we look at records that record is gone, and the reality is that we merged and updated them. There are no ways to find out. The best case is to create a new record and leave notes about the exact URL to that person.
          • At the Company level, it depends. If you know that account is phasing out their domain email address then yes, AFTER they’ve migrated to the new domain. Or else HubSpot will likely keep creating records after we merged the record if we have active communication with them.