As a HubSpot administrator, a key responsibility is maintaining a company's database hygiene and integrity. While HubSpot offers a built-in de-duplication tool, it’s often manual, time-consuming, and tedious - especially as your contact list grows.
That’s where Koalify comes in.
By integrating with HubSpot, Koalify automates the de-duplication process - saving your team time, reducing errors, and keeping your data clean, consistent, and reliable.
Automation doesn’t just streamline operations, it protects your CRM from becoming a costly mess
In this podcast episode, we discuss the challenge that nearly every commercial real‑estate (CRE) operations team (and most Hubspot users) face: duplicate contacts in HubSpot.
Below are the key highlights, or click here to watch the full conversation with Koalify - and check out their article here.
1. What you will learn in this episode of the podcast:
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How duplicates happen in CRE systems: data entry, integrations, lack of process.
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Why duplicates in HubSpot hurt your marketing and sales efforts (and your bottom line).
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Real‑world examples from CRE professionals who tackled the problem.
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A step‑by‑step framework from Koalify: strategy, tools, clean‑up, governance.
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Key lessons and action items you can implement.
2. Why it matters:
If you work in commercial real estate—whether marketing, operations, sales, or tech— it's important to have clean data - here's why:
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Efficiency gains: Fewer duplicates mean fewer wasted emails, fewer follow‑ups gone awry, and cleaner reporting.
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Data integrity: With clean contact records in HubSpot, your segmentation, personalization, and automation become far more powerful.
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Revenue impact: Duplicate contacts can cause lost opportunities and cost a company money.
3. Top Takeaways:
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Audit first: Spend a short time understanding how many duplicates you have, where they’re coming from, and what’s being lost.
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Define ownership: Who in your organization is responsible for data hygiene? Marketing? Ops? A dedicated role?
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Automate what you can: Use HubSpot features and integrations to catch duplicates early—before they multiply.
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Governance rules: Decide naming conventions, merge rules, and set regular reviews.
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Measure improvement: Track duplicate count, email bounce rates, workflow failures, and conversion impacts.
4. Who should listen:
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CRE marketing leaders looking to sharpen their tech stack.
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Sales ops professionals using HubSpot in the CRE vertical.
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Data and CRM managers who want a practical approach to cleaning up contact data.
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Anyone interested in how data hygiene drives more effective customer outreach.
We get it- DIRTY DATA happens, but it is costing you time and money. Are you ready to get the professional support to mitigate your duplication issues and grow your company? Book a call and let us show you how today!
