Working as a Team in Dedupely

Duplicates touch every team that uses your CRM: Marketing owns the contacts from forms, Sales owns the accounts, and Ops owns the integrations. In Dedupely, you can bring all of them into one account: users are unlimited on every plan and the 7-day free trial, with no per-user fees. This playbook shows how to split the work: who should be an Admin, how to hand matches between teams with Manual Review, how each person stays notified, and how to see who did what.

Who should be an Admin and who should be a User?

Several CRMs connected? Each CRM has its own users, roles and settings, so add each person to every CRM they work in. See Several CRMs in One Dedupely Account.

Users can merge, change Merge Rules and turn on Auto Merge, just like Admins. Agree as a team on who changes rules and automations, so changes don't overlap. See Users.

How to split the work between teams

Added July 9, 2026

Give each team the objects and searches that match the data it owns:

Agree who handles each search’s Auto Match alerts, since they go to everyone in the account. Name your searches so everyone knows who owns what, e.g. "Contacts · Web forms · Marketing" or "Companies · Domain · Sales Ops".

How to hand matches to another team with Manual Review

Manual Review is how one team asks another to decide:

1. The person reviewing a search selects the matches they're not sure about.
2. They click Send to Manual Review.
3. The other team opens the Manual Review tab on that search (or Duplicate Searches → the object → Manual Review) and merges or rejects each match.

Agree on a weekly time to clear the queue. Matches in Manual Review are never merged automatically, including by Auto Merge. See Manual Review.

How each person stays notified

Each person manages their own notifications in My Account → Notifications:

• Duplicate Report: a weekly (default) or monthly email on your duplicates.
• New Duplicate Alerts: an email when a search reaches the number of matches set in its Auto Match. Everyone in the account gets it. It’s on by default, and each person can turn it off in Notifications.

See Notifications.

How to see who did what

• Merge History: every merge, with the original records and the values that won. See Merge History.
• Audit Log (Admins only): every action in your account, including merges, scans, changes to Duplicate Searches, invitations, role changes and logins, with the user and the time. See Audit Log.

How to keep the account secure

Admins can set password rules and two-factor authentication for everyone in Company Settings. See Security Policy.

Example setup

A 200-person B2B company with HubSpot:

• Admins: the RevOps manager and the CRM admin.
• Users: two marketing ops specialists, one sales ops analyst and one customer success lead.
• Marketing owns "Contacts · Web forms" (Auto Merge, As soon as possible) and "Contacts · Events" (Auto Match).
• Sales Ops owns "Companies · Domain" (Auto Match) and sends unclear matches to Manual Review for the account owner.
• Customer Success clears Manual Review every Thursday for customer accounts.
• RevOps owns Merge Rules and Safety Settings, and checks the Audit Log every quarter.

Common mistakes

• Everyone is an Admin. Keep Admin to the 1–2 people who manage users, billing and security.
• No one owns a search. Unowned searches stop being reviewed, and nobody acts on their Auto Match alerts.
• Changing Merge Rules without telling anyone. Merge Rules apply to every future merge, including Auto Merge. Agree on who changes them.
• Rejecting matches that belong to another team. If it's not your data, send it to Manual Review instead.
• Sharing one login. You lose the audit trail. Invite each person.

FAQs about working as a team

• How many users can I add? As many as you need. Users are unlimited on every plan and the 7-day free trial, with no per-user fees.
• Can I limit what a User can do? Users can use every Dedupely feature and tool. Only Company Settings is limited to Admins.
• Can I see who merged a record? Yes, if you're an Admin. Check the Audit Log.
• Can I assign a match to a specific person? No. Send it to Manual Review and agree on who clears the queue for each search.
• Do notification settings apply to the whole team? Each person manages their own Duplicate Report. New Duplicate Alerts go to everyone in the account. They’re on by default, and each person can turn them off.