Detecting a possible duplicate when adding a new contact
When you add a new contact, Stantia will warn you if the contact might already exist to prevent you from creating a duplicate. Stantia checks against the contact’s name, email address, phone number, and the first line and country of their address.
If a similar contact is found, Stantia will ask you if you want to continue adding the new contact or edit the existing one.
This feature is available to all types of user.
Detecting and merging contacts
This feature is only available to Account Owner and Administrator users. If you’re a standard user and you notice duplicate contacts, please contact your Account Owner or Administrator and ask them to merge them.
You may already have duplicate contacts in your Stantia account. The Merge Contacts tool detects contacts that are likely duplicates and enables you to merge them into one record.
The tool also lets you merge contacts it hasn’t detected as likely duplicates, for example:
A contact who has changed their name and you have a contact record for each in Stantia.
A contact whose name or contact information was entered incorrectly, so Stantia didn’t flag it as a duplicate.
To check for duplicate contacts and merge them:
1) Go to Settings > Merge contacts in the main menu.
By default, Stantia will display contacts detected as possible duplicates. To search all contacts, select All contacts. To include archived contacts, select that option too.
You can further filter the search by entering the contact’s name (or part of the name) in the search boxes. We’ve provided two search boxes so you can search for contacts with different names. For example, if John Jones changed his name to John Smith, you can enter both names to show both contacts in the results.
2) Select two contacts you want to merge and click the Merge button.
Both contacts must be on the same page of results. If they’re on different pages, use the search boxes to refine your search so both appear together.
The results show basic contact details. If this isn’t enough to confirm, click the contacts’ names to open full details in a new tab.
3) After selecting two contacts and clicking Merge, Stantia displays both side by side.
Choose which contact to merge into. The other will be deleted. Normally, it doesn’t matter which one you keep, unless you reference the contact ID in an external system (the ID is shown at the top).
For single-value fields (name, source, status, etc.), choose which value to keep. The other is discarded.
For multi-value fields (emails, phone numbers, tags, notes, boat interests, documents, etc.), the merged contact will contain all unique values from both.
For email addresses, phone numbers, and addresses, choose which to set as primary using the star icons.
Once ready, tick the confirmation box and click Merge.
Merging more than two contacts into one
The merge tool only merges two contacts at a time. If you need to merge more, first merge two, then repeat for the others.
Tidying up after merging
When you merge two contacts, Stantia keeps all unique contact details from both records. For example:
If one has john@gmail.com and the other has john.smith@outlook.com, the merged contact will include both.
If both have the same email (e.g. john@gmail.com), it appears only once.
This also applies to phone numbers and addresses. But if they’re entered in different formats (e.g. +44(0)123 456 789 vs. 0123 456 789), Stantia may treat them as different values and include both.
For this reason, after merging, we recommend reviewing the merged contact and tidying up any duplicate or unnecessary information.