Insycle for Record Clean-up & Automation

Deduplicate deals, keep the right record, and auto-associate at scale

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What is Insycle

Insycle is a data management add-on for HubSpot that keeps your CRM tidy by finding and merging duplicate records and performing bulk data operations.
For education teams, it’s especially useful where pupils, parents, and multi-pipeline admissions records can easily create duplicates.

Watch the Demo

In this short video, we walk through how Insycle identifies duplicates, sets merge rules, and connects to HubSpot workflows so new records are cleaned the moment they are created.

Why it’s helpful in education 

Marketing, admissions, and senior leaders often need fast, reliable context on a person or application. Insycle helps you:

  • Get an instant overview of duplicates across Contacts, Companies, Deals, Tickets, and custom objects

  • Fix the number one cause of dirty data in schools - duplicate child or application records

  • Keep teams aligned - everyone sees a single, accurate record

  • Automate clean-up so new enquiries don’t pile up as duplicates

Common school scenarios it solves:

  • A parent submits an enquiry twice - you end up with two Deal records for the same child

  • An enquiry becomes an application - you accidentally have an Enquiry deal and an Application deal for the same pupil

  • Multiple pipelines (Admissions, International) create look-alike deals that need merging with clear priority rules

Use cases

Admissions Team

Marketing Lead

Customer Service

admissions-1
marketing leads
Customer service

Merge duplicate application deals and prioritise the most advanced stage (eg Offered place over Enquiry)

Clean duplicate contacts created by multiple forms or events and retain key marketing fields.

Auto-associate contacts to companies by email domain to speed up support.

Featured highlights

 

Merge at scale - dedupe Contacts, Companies, Deals, Tickets, and custom objects with preview and bulk or manual runs.

Smart matching – exact/similar rules, ignore symbols/digits/whitespace, partial matches, plus filters (e.g. by pipeline).

Keep the right record - ordered master selection (e.g. Deal stage), with tie-breakers like Create date and Record ID, and field-level keeps (e.g. Owner, files).

Automate clean-up - trigger via Recipe + HubSpot workflow on create, or schedule hourly/daily/weekly.

Confident auditing - Activity tracker with CSV logs, error-only notifications, and Grid Edit to verify sync/visibility.

 

Top Tip from the HubGem Team

 

Pin your Insycle merge card and Activity tracker views to your internal runbook. Start with Deals in one pipeline, validate outcomes, then replicate to other pipelines. Add a final tie-breaker rule from day one to avoid “multiple matches” errors.
Charlie Tedder,
Senior HubSpot CRM Executive

Want to learn more?

Ready to see how Record Customisation (or any HubSpot feature) can transform your admissions and marketing processes?

Book an Exploratory Call

Our team will walk you through:

  • How to tailor HubSpot records for your specific workflows

  • Best practices for education organisations

  • Next steps for implementing or optimising your HubSpot portal

No obligation - just a friendly conversation to explore possibilities.

What Our Subscribers Say

Their expertise, professionalism, and dedication to ensuring we receive top-class support have helped us massively and we couldn’t be more grateful for their support. They bring a wealth of knowledge, a solutions-focused approach, and a genuine passion for what they do, making all interactions with them a really smooth and enjoyable process.

O'Toole, M. | EDelia

They helped us not only get set up and settled in but figure out some unique solutions to challenges we faced. They showed expertise in every facet of HubSpot, but especially in 3rd party apps, helping us organise the back end of our open days and clear up duplicates. I would have a hard time saying anything less-than-stellar about them or our onboarding experience!

Vigh, A. | Warwick Schools Foundation

We’ve had an incredibly positive experience with HubGem. From the start, the onboarding has been seamless, and the support we've received has been outstanding. Would happily recommend HubGem

Connell, A. | Shrewsbury School

EDelia
Warwick Schools Foundation
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