Understanding the Duplicate contact manager agent

The Duplicate contact manager agent helps you maintain an organized contact book by identifying guests who appear more than once. Once you approve, it merges duplicate records into a single, consolidated entry with all their details. This ensures guest communication and reservation history are stored in one place.

Limitations

Review the following limitations before using the Duplicate contact manager agent:

• Matching criteria: The agent flags contacts as duplicates only when they share a name and either an email address or a phone number. A shared name alone isn't enough.
• Channel-generated details: The agent ignores masked email addresses and phone numbers from booking channels, such as Airbnb or Booking.com, as these are often shared across unrelated guests.
• Archiving vs. deleting: Archiving a contact hides it from your main contact list but doesn't delete it. The contact's data and linked reservations remain intact. Learn more about managing contacts.
• Copied data: The agent copies only email addresses and phone numbers to the primary record. It doesn't copy any other fields.
• Report size: The report lists up to 15 duplicate groups per run.

Understand the Duplicate contact manager agent

The agent runs automatically on the 1st of every month at 8:00 AM in your account's time zone. The agent can also be triggered manually.

During each run, the agent:

1. Scans your contact book for duplicate records.
2. Groups the duplicates and suggests a primary record for each group. The agent prioritizes the record with the most recent guest communication, then the most complete record.
3. Creates an "Action needed" report in the activity feed, with an approval card for each group.
4. Waits for you to approve or decline each suggested merge.
5. For each approved merge, copies any missing email addresses and phone numbers to the primary record and archives the other records in the group.
6. Generates a final report in the activity feed with the action taken for each group.

If you decline a suggestion or take no action, your contacts stay unchanged.

Archiving hides a contact from your main contact list but doesn't delete it. The contact's data and linked reservations stay intact. Learn more about managing contacts.

Run the Duplicate contact manager manually

In addition to the scheduled run, you can trigger the agent manually at any time from the Agents hub.

Step by step:

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. At the top, select the Operations tab.
4. Click the Duplicate contact manager tile.
5. Under "When it runs", click Run now.

Review the results and status of the run in the activity feed.

Review the activity feed

Follow the steps below to review your activity feed.

Step by step:

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. In the left submenu, select Agent activity.
4. Click the relevant row with the agent's name to review the report details in the right-side panel.

Understand the report status and details

The report will have one of the following statuses:

• Done: The agent found no duplicate contacts.
• Action needed: The agent found duplicate contacts that need your review.

The report includes the following details:

• Lists the duplicate groups the agent found.
• Displays how many duplicates of the same contact the agent found.
• Explains what caused the duplication, such as a matching email address.
• Details the implications of archiving a duplicate contact.
• Provides a suggestion to approve or decline.
• Notifies you if the agent found more groups than the report can list.
• Notifies you if your contact book exceeds the agent's scan limit, resulting in a partial scan.

Review and resolve duplicate contacts

When a report has an "Action needed" status, you must review each group of suspected duplicates and decide whether to merge them.