What is Prospect and Owner Matching in Aimbase?
Aimbase uses matching logic to determine whether incoming data—such as leads, prospects, or owner registrations—belongs to someone already in the system. When a match is found, the new data is combined with the existing record; the system always attempts to consolidate data pertaining to the same person. There are a few of different examples of this.
Prospect to prospect
Owner to owner
Owner to prospect
How does Aimbase match new prospect records?
Aimbase looks at data gathered from new prospects and/or leads and tries to determine if the person the information is about already exists in the platform. If specific matching criteria are met, then Aimbase rolls the newly collected data into the existing prospect. The result of this data can be seen on the Prospect Timeline.
How does Aimbase match new owner records?
Aimbase looks at data gathered from new owners and/or registrations and tries to determine if the person the information is about already exists in the platform. If specific matching criteria are met, then Aimbase rolls the newly collected data into the existing owner. The result of this data can be seen on the Owner History page within the Owner Details.
What happens if an owner matches an existing prospect?
Aimbase looks at data gathered from new registrations and tries to determine of the person the registration is for already exists as a prospect. If specific matching criteria are met, then Aimbase notes that the registration matched to a prospect. When this happens, the record is counted as a “closed sale” which appears on the prospect’s timeline, closed sales reports, and the Closed Sales grid.
What should I know about the Matching Logic?
As Aimbase attempts to match incoming data to existing owners and prospects within the system it looks at several key fields that are typically collected regardless of the type of data being looked at.
Which fields does Aimbase use for matching?
| First Name | Address | Postal Code |
| Last Name | City | Country Code |
| Phone Number | State | Email Address |
| ProspectExternalId |
How does Aimbase determine whether a record is a match?
As each of the fields are processed, Aimbase looks to see if any of the values on the fields match exactly to values on existing owners and prospects. When an exact match is found, then the new record receives points for each field that qualifies. If a certain point threshold is met, then the new record is considered to be a match to whichever existing record it met the point threshold for. If a new record matches to more than one existing record, Aimbase will choose whichever existing record had the highest number of matching points to roll the new record into. When a match takes place, key fields on the existing record are updated with data collected on the newest record.
How does the ProspectExternalId impact matching?
If a value is passed in the ProspectExternalId and the ProspectExternalId matching setting is enabled in Aimbase, the prospect external Id value is used to match to an existing prospect and the prospect details will be updated vs creating a new prospect record.
What are typical point values for matching fields?
Typically, a score of 100 is required for two records to be considered ‘matched’; however, this could vary from Aimbase to Aimbase. The weights (which dictate how many points each field receives when a value matches) associated to each field can vary. Below is an example of a standard point configuration.
| First Name = 10 | Address = 10 | Postal Code = 40 |
| Last Name = 30 | City = 20 | Country Code = 10 |
| Phone Number = 90 | State = 20 | Email Address = 200 |
| ProspespectExternalId = 100 |
Why is ‘clean’ data important for accurate matching?
When any type of matching logic is utilized, it becomes increasingly important for the data sent to Aimbase to be as ‘clean’ as possible. What is ‘clean’ data? Clean data means the values you’re sending to Aimbase are free from dummy or placeholder information. Two of the most common occurrences of bad data coming into Aimbase on records are the phone number and email address for a registration.
Often, the owner or a dealer (on behalf of the owner) will provide 555-555-5555 for a phone number or noemail@email.com to avoid providing real personal data. Allowing data similar to this causes issues for matching logic. Aimbase has other functions built in that allow it suppress some of these bad values, but it is always a best practice to keep data as accurate and ‘clean’ as possible to avoid causing false positives.
FAQs
What is prospect matching in Aimbase?
Prospect matching is the process Aimbase uses to determine whether new incoming data—such as leads or registrations—belongs to someone who already exists in the platform. When a match is identified, Aimbase consolidates the new data into the existing record rather than creating a duplicate.
Why does Aimbase use prospect and owner matching?
Matching helps maintain a single, unified view of each individual. By consolidating records, Aimbase ensures that activity, engagement history, and outcomes are accurately tracked for the same person across leads, prospects, and owner records.
What types of matching does Aimbase support?
Aimbase supports multiple matching scenarios, including:
- Prospect to prospect: New prospect or lead data matches an existing prospect
- Owner to owner: New registration data matches an existing owner
-
Owner to prospect: A registration matches an existing prospect, which is then counted as a closed sale
Each scenario helps connect related data to the appropriate existing record.
What happens when a registration matches an existing prospect?
When a registration matches an existing prospect, Aimbase records the event as a closed sale. This appears on the prospect’s timeline and is reflected in closed sales reporting and the Closed Sales grid.
What information does Aimbase use to determine a match?
Aimbase evaluates a set of commonly collected fields when attempting to match records, including:
- Name and contact details
- Address and location information
- Phone number and email address
- ProspectExternalId (when provided and enabled)
These fields are compared against existing records in the system.
How does Aimbase decide if a match is strong enough?
When field values exactly match existing records, Aimbase assigns points to those matches. If the total points meet a required threshold, the new record is considered a match and is rolled into the existing prospect or owner record.
What happens if a new record matches more than one existing record?
If multiple existing records meet the matching threshold, Aimbase selects the record with the highest number of matching points and associates the new data with that record.
Why is “clean” data important for matching?
Accurate and consistent data—such as correctly formatted names, emails, and addresses—helps ensure matching logic works as intended. Inconsistent or incomplete data may reduce the likelihood of successful matching.
How can I tell if matching has occurred?
The results of prospect matching can be seen within the Prospect Timeline, while owner matching activity appears in the Owner History section. These views reflect how new data has been consolidated into existing records.