Contact Deduplication

How it works

When you connect multiple accounts or import contacts, you often end up with duplicate entries for the same person. TitleDock continuously scans your contacts to identify and suggest merges.

Matching algorithm

Our deduplication engine uses multiple signals to identify duplicates:

• Email matching — Contacts with the same email address are strong duplicate candidates
• Phone matching — Phone numbers are normalized and compared (ignoring formatting)
• Name similarity — Fuzzy matching catches variations like "Bob Smith" and "Robert Smith"
• Organization + role — Same company and job title suggests a duplicate
• Diminutive matching — We recognize nicknames (Bill → William, Mike → Michael)

Confidence scores

Each potential duplicate is assigned a confidence score from 0-100%:

• 90-100% — Very high confidence (matching email or phone)
• 70-89% — High confidence (multiple matching fields)
• 50-69% — Medium confidence (name + one other field)
• Below 50% — Low confidence (name similarity only)

You can configure the minimum confidence threshold for automatic merging and for showing suggestions.

Merging duplicates

Automatic merge

For high-confidence duplicates (90%+), TitleDock can automatically merge contacts without manual intervention. The merged contact combines data from both sources:

• All unique email addresses and phone numbers are preserved
• The most complete name is used
• Photos are kept (you can choose the primary)
• Notes and custom fields are combined
• Group memberships from both contacts are retained

Manual review

For lower-confidence duplicates, TitleDock presents them for your review in the Duplicates section:

1. View the two contacts side-by-side
2. See which fields match and which differ
3. Choose "Merge" to combine them, or "Not a duplicate" to dismiss
4. When merging, select which values to keep for conflicting fields

Merge rules

Customize how merges are handled with configurable rules:

• Primary account preference — When fields conflict, prefer data from your primary account
• Most recent wins — Use the most recently updated value
• Most complete wins — Prefer the contact with more filled fields
• Always ask — Require manual selection for every conflicting field

Merged contacts can be unmerged at any time. TitleDock preserves the original contact data for 90 days.