Understanding duplicate detection during import

When importing contacts from any source, Prospo automatically checks whether each contact already exists in your organisation. If it finds a likely match, it flags it and asks how you want to handle it before completing the import.

How duplicates are detected

Prospo checks each incoming contact against your existing records in three ways. First it looks for an exact email match. If that does not find anything, it checks for a matching phone number. If there is still no match, it looks for a close name match. The first match found is used.

Resolving conflicts

If duplicates are found, a Resolve Duplicates step appears before the import runs. For each conflict you will see the incoming contact's details alongside the existing record it matched, and a dropdown to choose what to do.

Merge updates the existing record by filling in any empty fields with information from the incoming contact. Existing data is never overwritten. This is the recommended option in most cases.

Create as New adds a separate contact record even though a similar one already exists. Use this only if you are certain these are two different people.

The existing contact's relationship to any clients is never affected by a merge.

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Contacts without conflicts

Contacts that do not match any existing record are imported straight away without any action needed from you.

After import

A summary confirms how many contacts were processed, merged, and created. If any client links failed to save, you will be prompted to add them manually from the contact's detail panel.