Merge Accounts with Duplicate Domains

Last updated: October 20, 2026

Merge two accounts that share the same email domain into one, so your team's contacts, touchpoints, and warm connections live in a single record instead of being split across duplicates. Centralize prompts you to merge automatically whenever you add a domain that's already in use on another account.

Contents

  • Why merge duplicate accounts?

  • Before you start

  • Merge two accounts

  • Other places you may see this prompt

  • Need help?

Why merge duplicate accounts?

When two accounts in Centralize share the same domain, your team's activity gets split between them instead of living in one place — contacts, touchpoints, and warm connections on one account aren't visible from the other. Merging consolidates everything into a single record. When you merge duplicate accounts, you can:

  • Combine contacts, touchpoints, and warm connections from both accounts into one.

  • Keep your Stakeholder Map and Org Chart complete instead of split across two records.

  • Clean up duplicate accounts that existed before a CRM connection was in place.

Before you start

  • Centralize offers a merge unless both duplicate-domain accounts already have a CRM connection. If both are CRM-linked, Centralize won't offer a merge — you can add the domain anyway and keep both accounts as separate records, or cancel.

  • Merging can't be undone — contacts and touchpoints move permanently to the account you choose to keep, and the other account is hidden.

Merge two accounts

1. Open the account you want to keep and go to Account Settings.

2. Select the Email Domains tab.

3. Under Add domains, enter the domain and click Add Domains.

4. If another account already uses that domain, a "Merge duplicate accounts?" dialog opens showing both accounts side by side — contacts, touchpoints, created date, and CRM connection status for each.

  • If one account is CRM-linked, it's automatically selected as the one to keep.

  • If neither account is CRM-linked, choose which one to keep (Centralize defaults to the older account).

  • If both accounts are CRM-linked, Centralize won't offer a merge — the dialog instead shows "This domain is already in use." Click Cancel, or Continue to add the domain anyway and keep both accounts as separate records.

5. Click Merge accounts to combine them, or Keep both accounts to leave them as separate records.

Other places you may see this prompt

The same merge prompt can appear anywhere else you add a domain that's already in use:

  • The Org Chart, when adding a domain from a contact's email popover.

  • The "Confirm domains" prompt on the Accounts list, for accounts missing a domain.

  • Adding a new account manually, or through your Salesforce/HubSpot account list — Centralize asks inline whether to merge before the account is added.

Need help?

If you're not sure which of two duplicate accounts to keep, or a merge you expect to be available isn't offered, contact support@usecentralize.com for assistance.