Duplicate or overlapping records can occur when new leads are generated from your marketing but don’t automatically match with existing prospects. This typically happens when the original prospect record doesn’t contain the phone number used by the lead to call or text your FreedomSoft number. In that case, the system captures the new lead with only a phone number, leaving you with duplicate records.
To keep your database clean and organized, FreedomSoft provides the Quick Merge Action, which helps you combine matching or duplicate records into one.
Note: Quick Merge is different from the Duplicate Lead Manager. Quick Merge works on a single prospect or lead record, while Duplicate Lead Manager is designed for managing duplicates across multiple records.
When to Use Quick Merge
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A new lead was captured by direct mail, callbacks, or online ads but didn’t match the existing prospect.
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The existing record didn’t include the phone number, so the system couldn’t automatically connect them.
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You want to merge a new lead record with its corresponding prospect record for better organization.
How to Merge Records in FreedomSoft
1. Navigate to the subject record (usually the new lead). Add a similar data point that matches the existing record. You can use any of the following:
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Primary Contact First & Last Name
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Property Address
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Phone Number
2. From the record, click the orange “More Actions” button and select Merge Records.
3. FreedomSoft will search your database for matches. Review the results and select one or multiple records to merge.
Note: FreedomSoft uses first/last name, phone number, property address, and (for land investors) Reference ID number to identify duplicate records.
By merging duplicates, you ensure that all activity, communication, and data points are combined into a single record—keeping your CRM clean and efficient.