⚠️ Important: Once a duplicate is merged, the action cannot be undone. Be sure to confirm which contact or record you want to keep before completing the merge.
What Are Duplicates?
Duplicate records occur when the same contact, product, or institution appears more than once in Swivel — often due to variations in spelling, formatting, or data entry. Duplicates can cause confusion, skew reports, and disrupt syncing accuracy.
Swivel Duplicate Reports flag checks it through Name, Email, Phone, and Address.
Using the Duplicate Report
From the left-hand navigation menu, click Reports.
Select Duplicate Contact Report > click Run Report.
Review the report results — Swivel automatically detects potential duplicates using:
Name
Email Address
Phone Number
Address
Use the Merge function to combine duplicates into a single, accurate record.
📌 Note: The Duplicate Contact Report is available to Owner, Manager, and Agent roles only.
How to Merge Duplicate Contacts
Open the Duplicate Contact Report from the Reports page.
Review the flagged records to ensure they represent the same contact.
Click Merge beside the duplicate record you want to consolidate.
Confirm which contact you want to keep as the primary record.
The secondary contact will be archived, and all associated data will merge into the primary record.
📌 Note: Merging ensures historical notes, activities, and products remain intact on the consolidated contact.
Managing Duplicates After Imports
After importing contacts into Swivel, the system automatically checks for duplicates based on the following:
Full Name
Phone Number
Email Address
Address
To review flagged duplicates:
Navigate to Reports > Imports Report.
Select the import record.
Go to the Duplicates tab.
Expand the chevron arrow next to each duplicate to compare with existing records.
Choose one of the following options:
Use Existing Contact — merges the imported record into the existing one.
Create New Contact — keeps the imported contact separate.
🔍 Tip: If you imported contacts from an event, selecting Use Existing Contact automatically registers the contact for that event without duplicating the record.
Best Practices for Ongoing Cleanup
Regularly run the Duplicate Contact Report and resolve flagged items.
Review imports immediately after completion to manage duplicates before using data in automations or segmentation.
Establish naming conventions for carriers, products, and categories (e.g., always use “American Equity” instead of “Am Equity”).
Avoid creating new contacts from synced sources or integrations without checking for an existing record first.
Review your Reports > Product Report to identify and merge duplicate product names or values.