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This article offers guidance on searching for existing records to prevent creation of duplicate records, as well as instructions on creating new records and establishing relationships with other records..
These articles serve as a comprehensive guide and quick reference for navigating HubSpot. If you're looking for articles tailored to your specific role, check out the Categories available on the Knowledge Base home page.
Table of Contents:
Universal Search
Click on the "Search bar" to search for existing companies. 
Clicking it will pull up "Recently searched Results" , start typing the name of the company you want to search for, this will generate results in real-time as you type, searching across all Objects, e.g. a Customer Jones Deal alongside a Customer Jones Contact.
For a more targeted search, you have the option to refine your results by applying filters based on Academy, Calls, Claims, Companies, Contacts, Contracts, Deals, Email, Meetings, Notes and Tasks.
Search Contact
To search for a specific company record, navigate to CRM > Contacts from the left sidebar navigation in HubSpot.
- At the top left corner of the list, you will find a search bar.
- Click inside the search bar to activate it.
- Enter your search query, you can search for contacts by various criteria, such as name, email address, company name, or phone number.
- As you enter your search query, HubSpot will start displaying results in real-time based on your search criteria.
Create Contact
Note: We do not have stringent duplicate prevention rules in place (only verifying if the primary email is already in use) so it is important to check if a record already exists before creating a new one to avoid ownership confusion and provide the fullest detail and history.
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- Creating contact record from a company record.
- Creating contact record from contact list index page.
Creating contact record from a company record
*Best Practice – Contacts should be added to the Company they are associated with. To begin creating a contact, first, navigate to the company record.
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- Select "+Add" on the Contact property.
- Select "Create New", once you have filled in all the necessary fields, the create button will appear for you to save the contact.
- Associate Existing Contacts to Companies
- If you already have a contact in HubSpot that you want to link to a company, simply click on "Add Existing", then, enter the contact's name and select it from the list.
- Note: Existing contacts can be associated with multiple companies and deals.
- Select "+Add" on the Contact property.
Creating contact record from contact list index page
- Go to CRM > Contacts from the navigation menu on the left-hand sidebar.
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Click on the "Create contact" button located at the top right-hand corner to begin creating a new Contact.
- A form will appear on the right side of your screen.
- Fill out the Contact's information. Enter Email, First Name and Last Name of the contact to begin with.
- Upon entering email and name, other fields will become accessible.
- Click on "Create" to finish creating the contact or click on "Create and add another" to add another contact information.
Add Associations from the Contact record
- Once a record has been created, you can search for a particular Contact record to establish connections with other Objects, such as Companies and Vehicles.
- In the right panel of the Record's page, you'll see expandable lists of Associated Records and a link to "+ Add" new Associations.
- Clicking "+ Add" under one of these sections prompts you to either create a New Associated Record or Add the Contact's Association to an Existing Record.
- Be sure to Save your changes to update the Associations.