Keep duplicate contacts out of your book

A client on two records is a client you can’t see clearly. Each record knows only part of the story, and two agents can end up chasing the same person. Raptor Neo stops an exact repeat the moment you save; a quick look before you add catches the rest.

Walkthrough video to followAround thirty-five seconds on screen, saving a contact whose name and phone number match an existing one, and the error that stops the copy being made.

When you save someone who’s already there

Raptor Neo checks the first and last name together with the phone number or the email. When those match a contact already on file, you get an error and no copy is made.

A name spelt another way doesn’t count as a match, so one client can still slip onto two records. That gap is what the check below is for.

Check before you add

1. Go to Contacts and scan the list for their phone number or email.
2. If they’re already there, open their record.
3. Put what’s new onto that record, whether it’s a second role, a note or a revised budget, instead of starting another one.

As an agent, your list shows your own contacts and the ones shared with you. If Raptor Neo says a contact already exists and it isn’t in your list, a colleague holds it: ask them to share it with you. See sharing a contact.

When a duplicate has already got in

Keep the older record and copy across anything only the newer one holds. Then delete the newer one: open the contact, open the ⋯ menu, choose Delete and confirm.

Only three people can delete a contact: its Owner, the Owner’s Team Lead and a Super Admin. A contact tied to other records, such as a deal or a campaign, can’t be deleted at all.

Importing from a spreadsheet

An import has its own rules for rows that match contacts you already hold.

Screenshot to followThe Import Data dialog on the Contacts page, where a CSV file of contacts is uploaded.

Import Data accepts CSV files holding as many as 10,000 rows. What happens to matching rows is set out in importing from a spreadsheet.

Habits that keep the book clean

• Enter every phone number with its country code. The phone field has its own country code box for exactly this.
• Give each person their own email address. A household address shared by two people is how they end up on one record.
• When a number is wrong, correct it on the contact you have. Don’t add a fresh contact to hold the right one.