Full visibility into duplicate HubSpot contacts on shared phone numbers
When a phone number is associated with multiple HubSpot contacts, such as a shared company line or departmental routing, Aloware loads and displays all duplicate contacts linked to that number. This gives you full visibility into every contact tied to the same phone number.
What this looks like in practice
Your team has a shared office line associated with ten different HubSpot contacts across departments.
When an inbound call arrives on that number, the integration card displays all ten contacts. You can load additional duplicates on demand, making it clear which contacts are available and how they relate to the incoming call.
Viewing all duplicate contacts associated with a phone number
Duplicate contacts appear in the integration card during active calls and when viewing contact details. The interface shows how many duplicate matches exist and lets you reveal the full list.
To view all duplicate contacts, follow these steps:
During an inbound or outbound call, or when viewing a contact record, look for the duplicate indicator in the Integration Card. It displays as "see all contact matches (X)" where X is the total number of duplicate contacts found.
Click the Load More Contacts or Show All Duplicates button to expand the list and view contacts beyond the initially displayed set.
The full contact list loads from HubSpot, showing all records associated with that phone number, regardless of how many there are.
Example: If your phone number has eight (8) associated contacts and Aloware initially displays five, click Load More Contacts to see all eight in a single view.
Understanding sync behavior with duplicate contacts
Aloware distinguishes between contacts that receive communications (synced) and those displayed for reference only. The behavior falls into two (2) categories:
Synced contacts - The primary contact and up to five duplicates are actively synced to Aloware. These contacts receive SMS and call logging, and appear in your communication history.
Displayed contacts - Additional duplicates beyond the first six are loaded and shown in the UI for visibility and mapping purposes, but do not receive communications automatically.
Important: Only the primary contact and the first five (5) duplicates sync communications. Additional contacts are visible but not actively synced.
What you can do with the full duplicate list
The expanded duplicate view supports several common tasks:
Review all contacts - See every contact record linked to a shared phone number in one place.
Manage intentional duplicates - For teams that intentionally maintain multiple contacts under the same number, confirm the full structure is mapped correctly in Aloware.
Troubleshoot mappings - Verify that the right contacts are synced and identify any unexpected duplicates that should be merged in HubSpot.
No manual syncing required - All contacts are retrieved automatically from the HubSpot API, so no configuration is needed.
What to keep in mind
A few details affect how the feature behaves day to day.
Each time you load more contacts, the full list of duplicates is retrieved directly from HubSpot, so the display always reflects current HubSpot data.
Performance is optimized for large numbers of duplicates (10 or more), though loading may take slightly longer during active calls when the system is also handling real-time call data.
SMS and call logging apply only to the primary contact and the first five duplicates, while any additional contacts remain visible for reference without receiving synced communications.
How this helps your team
Admins and supervisors gain full visibility into all contact structures linked to shared phone numbers.
You can audit your contact mappings, confirm intentional duplicates are set up correctly, and troubleshoot sync issues without gaps in your data.
Agents see a complete picture during calls and contact lookups. When multiple records appear for a single number, you know upfront that all duplicates exist and can reference any of them without blind spots in the Integration Card.