Recurring duplicate contacts in HubSpot? Compare each scan with your saved baseline.

The problem

You cleaned up duplicate contacts, and they’re back. Is that the old backlog, or is a form, import or integration still creating them? And after someone changes that source, did it work?

How it works

1. Connect HubSpot (read-only, contacts only) and run a free first report.
2. Start the Monitoring plan or trial: your current duplicate contacts are saved as the backlog.
3. Each comparable scan sorts duplicate groups into New, Persisting, Not found and Resurfaced, and shows what source details changed, with their limits.
4. Hand an incident to its owner with notes and a file, then see what the next comparable scan finds.

A sample incident

Example incidents with made-up contacts. Nothing here comes from a real portal.

INC-0017 · New · API or manual creation · 2 records, 1 created since the previous scan

These states compare Crowdfile’s own scans of your portal. They don’t say what happened in HubSpot before your first scan, and “not found” doesn’t mean a record was deleted, merged or fixed.

How sure each answer is

• Associated source HubSpot’s own record names this source.
• Possible source Inferred from the email history. HubSpot didn’t name a source; the evidence is shown.
• More than one possible source The evidence points to different sources. Both are shown; neither is chosen.
• Source unknown HubSpot didn’t share where this record came from.
• Not checked This part wasn’t read, so there’s no source here.
• Not covered in this version This source or property is outside what this version reads.
• Partly read Only some records or history were read. Counts are for checked records only.

What it won’t do

• It doesn’t replace HubSpot’s Manage duplicates tool.
• It isn’t a bulk dedupe or merge tool. It doesn’t merge, delete, enrich, or change contacts.
• It doesn’t scrape LinkedIn or add prospecting data.
• It shows the sources HubSpot’s evidence supports. It can’t prove what caused a duplicate.
• It reads only the record fields the report needs. It never reads emails, notes or conversations.
• When the evidence is unclear or missing, it says so instead of naming a source.
• It checks contacts only, not companies.
• It isn’t real time. It reads your portal when you run a diagnostic or on your monitoring schedule.

Works alongside HubSpot and other tools

HubSpot and other duplicate tools already find, alert on, report and merge duplicates. Crowdfile doesn’t merge anything. It adds a saved baseline, a lifecycle for each duplicate group since that baseline, and a handoff file with a check on the next comparable scan.

Sources: HubSpot Knowledge Base “Manage duplicate records” (updated 2026-10-23) and “View and use the record source property” (updated 2026-06-20); Insycle and Dedupely HubSpot Marketplace listings (read 2026-11-04); Koalify HubSpot Marketplace listing and Insycle help article “Identify How HubSpot Duplicates Were Created and Prevent Them” (read 2026-11-07). “Not compared yet” means no dated public source was checked. Values are re-read before release.

Plans

• Free: one portal, one diagnostic with a saved report, default email matching, no card needed.
• Monitoring plan: Scheduled scans, new and still-open candidates by source, alerts, saved rules and longer history.

How long reports are kept: a free report for 30 days after it’s made. Then it’s permanently deleted, unless you delete it sooner.

Supported portal size: pending. It will be published once load testing is complete.

What happens to your data

Crowdfile reads the minimum HubSpot record fields needed to find and explain possible duplicate groups. CRM field values are not used for analytics or advertising. That means record IDs, email addresses and the email properties you choose, when and how each record was created, the email history, and contact names when available, only for records in a possible duplicate group, so you can tell them apart.

It never reads emails, notes or conversations, and never changes your data. Saved reports keep counts, record IDs, evidence and dates, not names or contact details. Every report shows the date it will be permanently deleted. Disconnecting HubSpot stops new checks immediately. Your reports stay available read-only for 30 days, so you can reconnect, then everything is permanently deleted. Deleting the monitor or your Crowdfile account deletes its saved reports immediately. Copies in backups are removed as described in our deletion and backup policy.

Support

Contact Crowdfile support at publisher@crowdfile.com.

Questions

Does it merge duplicates?

No. It shows where duplicate candidates come from. Merge them in HubSpot’s Manage duplicates, where you can review each one.

Is a candidate a confirmed duplicate?

No. A candidate shares an email address, or another email property you chose, with another record. Check it before you merge.

What does “Associated source” mean?

HubSpot’s own record names where that record came from. It shows an association, not why the duplicate exists.

Why does it say “Source unknown”?

HubSpot doesn’t record a source for every contact, especially older ones. When it doesn’t, the report says so instead of guessing.

Does it check companies?

Not in this version. It checks contacts only.