Who This Is For / When to Use
Use the Merge Contact workflow action when you want to automatically identify and merge duplicate contacts based on matching identifiers such as email or phone number.
This action is commonly used when:
Leads may enter your CRM from multiple sources
Duplicate contacts are created through forms, imports, or integrations
You want automated data hygiene without manual cleanup
What the Merge Contact Action Does
The Merge Contact action identifies duplicate contacts and merges them automatically during workflow execution.
When duplicates are detected:
The oldest contact record is preserved
The newer contact record is merged into the older record
Historical data and activity are retained
This ensures your CRM maintains a single, unified contact profile.
Match By Options
The Match By setting determines how duplicate contacts are detected.
Duplicates are identified when contacts share the same email address.
Use this option when email is your primary unique identifier.
Phone Number
Duplicates are identified when contacts share the same phone number.
Use this when leads often submit forms using different emails but the same phone number.
Email and Phone Number
Duplicates are identified only when both the email and phone number match.
Use this option when you want stricter duplicate detection.
How the Merge Logic Works
The merge process follows a consistent rule:
Kyrios identifies contacts matching the selected criteria.
The oldest contact record becomes the primary record.
The newer contact record is merged into the older one.
Activity history, messages, and associated data are retained under the preserved contact.
This approach ensures historical engagement data is not lost.
How to Add the Merge Contact Action to a Workflow
Open Automations → Workflows.
Edit an existing workflow or create a new one.
Click Add Action.
Select Merge Contact.
Choose your Match By option:
Email
Phone Number
Email and Phone Number
Click Save Action.
The workflow will automatically detect and merge duplicates when it runs.
Execution Logs and Visibility
Every merge operation is recorded in Workflow Execution Logs.
Each log entry includes:
Which contacts were matched
Which record was preserved
Which record was merged
The matching criteria used
This provides full transparency for troubleshooting and auditing.
Why This Matters
Duplicate contacts can create several issues in a CRM:
Multiple records for the same person
Duplicate messages or campaigns
Inaccurate reporting and analytics
Confusion in pipelines and workflows
By using the Merge Contact workflow action, duplicate cleanup becomes automatic. Your contact database stays clean, accurate, and unified without manual intervention.
FAQ
When does the Merge Contact action run?
The action runs when the workflow reaches the Merge Contact step during execution.
Which contact record is kept after the merge?
The oldest contact record is preserved, and the newer duplicate is merged into it.
Does the merge delete any data?
No. Data from the newer contact is merged into the preserved contact record to retain activity history.
Can this action merge contacts created from different sources?
Yes. Contacts created from forms, imports, integrations, or manual entry can all be merged if they match the selected criteria.