Understanding duplicate detection during import
When importing contacts, 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:
- Exact email match
- Matching phone number
- 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'll 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're certain these are two different people.
The existing contact's relationship to any clients is never affected by a merge.
Contacts without conflicts
Contacts that don't 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'll be prompted to add them manually from the contact's detail panel.