How To Merge Duplicate Records

Updated October 16, 2026

When the same person, company or deal exists twice, merge the two records into one. Everything attached to the duplicate (emails, notes, tasks, calls, files, linked records and activity) moves to the record you keep.

Start a Merge

There are two ways to start:

From a list: select exactly two records of the same type. Click Merge in the bar at the bottom of the screen, or press M.
From a record: open the record, click the ••• menu at the top of its details and choose Merge with…. Breakcold suggests likely duplicates (same email, phone, LinkedIn, domain or name). You can also search for the record by name.

Choose What to Keep

Pick the record to keep. It keeps its link and its history, and the other record is merged into it. From a list, the oldest record is selected by default.
Only the fields where the two records differ are listed. For each one, click the value you want to keep. For fields that hold several values, like tags or emails, you can keep one side or both.
Fields that are empty on the record you keep fill in from the duplicate automatically. Click Show all to see every field.
Check what moves over to the record you keep, then click Merge records.

Records with a very long history (more than 200 emails, notes or activities of one kind) can't be merged from the app. Contact support and we'll merge them for you.

Undo a Merge

A merge can be undone for 30 days:

Click Undo in the confirmation that appears right after the merge, or
Open the record you kept, go to Activities and click Undo merge on the merge entry.

The duplicate comes back as a separate record, with its own values, emails, notes and activity. Fields that the merge changed on the record you kept go back to their values from before the merge.

The restored duplicate gets a new link. If an outside tool stored the old record ID (a webhook, an export or an integration), it won't match the restored record.

Frequently Asked Questions

Who can merge records?

Anyone who can both edit and delete records in the workspace.

Can I merge records of different types?

No. Both records must be the same type, for example two people or two companies.

How do I stop duplicates from being created?

Mark fields like email or LinkedIn as unique identifiers. See How To Avoid Duplicates With Unique Identifiers.

Still stuck?

Start a Merge

There are two ways to start:

From a list: select exactly two records of the same type. Click Merge in the bar at the bottom of the screen, or press M.

From a record: open the record, click the ••• menu at the top of its details and choose Merge with…. Breakcold suggests likely duplicates (same email, phone, LinkedIn, domain or name). You can also search for the record by name.

Choose What to Keep

Pick the record to keep. It keeps its link and its history, and the other record is merged into it. From a list, the oldest record is selected by default.

Only the fields where the two records differ are listed. For each one, click the value you want to keep. For fields that hold several values, like tags or emails, you can keep one side or both.

Fields that are empty on the record you keep fill in from the duplicate automatically. Click Show all to see every field.

Check what moves over to the record you keep, then click Merge records.