✓ TestedWorks with CSV, Excel, Google Sheets → JSON-LD Schema
By dataclean.to team · 2026-02-12
Help Scout creates customer profiles automatically when someone emails support for the first time. When the same person contacts support from their personal email, their work email, and a shared company inbox, three separate profiles are created with independent conversation histories. dataclean.to identifies these fragmented customer profiles by matching names, email domain patterns, and phone numbers, giving your support team a plan to consolidate duplicate records.
The Problem
Fragmented customer profiles in Help Scout mean support agents lose context. A customer who reported a billing issue from their personal email last month now writes from their work email about the same unresolved problem. The agent sees no previous conversations and asks the customer to explain everything again. Help Scout's built-in merge feature lets you combine profiles one at a time, but finding which profiles to merge across thousands of customers requires a systematic approach that the platform does not provide. Satisfaction rating reports attribute scores to the wrong customer when ratings are split across duplicates, and response time metrics are skewed because repeat contacts appear as new customers. Help Scout customer management documentation
How to Fix It
1
Export customers from Help Scout
Use the Help Scout Mailbox API or the export feature to download customer data as CSV. Include customer name, email addresses, phone, company, conversation count, and last active date.
2
Upload the CSV to dataclean.to
Upload the exported customer file. The tool compares names, email domains, phone numbers, and company associations to identify customers who appear under multiple profiles.
3
Review duplicate customer clusters
Examine each group of suspected duplicate profiles. The tool shows conversation counts per profile, email addresses used, and company name differences, helping you confirm which profiles belong to the same person.
4
Plan customer profile merges
For each confirmed duplicate group, the tool designates a primary profile (the one with the most conversations) and secondary profiles to merge into it. All email addresses are preserved as alternate contact methods.
5
Export the merge plan
Download the CSV listing which customer profiles to merge. Work through the list in Help Scout using the profile merge feature to combine conversation histories and unify customer records.
Frequently Asked Questions
Will merging profiles combine conversation histories?
Yes. Help Scout's built-in merge feature combines all conversations from both profiles under the surviving customer record. dataclean.to identifies which profiles to merge; you execute the merges in Help Scout to combine the conversation data.
How are customers with shared company inboxes handled?
When multiple people email from a shared inbox like support@company.com, the tool looks at sender names to distinguish between different individuals. Two people emailing from the same shared address with different names are kept as separate customers.
Can the tool identify customers across multiple Help Scout mailboxes?
Yes. Export customer data from all mailboxes and combine into a single CSV. The tool identifies customers who appear in multiple mailboxes, which is common for businesses with separate mailboxes for support, billing, and sales.
Example: Input → Output
name
email
phone
city
status
Alice Johnson
alice@example.com
+1-555-0101
New York
active
alice johnson
ALICE@EXAMPLE.COM
5550101
new york
Active
Red rows show common data quality issues. dataclean.to normalizes and generates JSON-LD automatically.