Kattia checks some imports for duplicates and does not check others. This article explains which, and what to do when you end up with two cards for the same role.
Which imports check for duplicates
Kattia checks for duplicates when you import:
a CSV or Excel file
spreadsheet rows you paste into the New application box
a Google Sheets link
a job link
an application Kattia finds in your connected email
Kattia does not check when you add an application by hand, upload a PDF or paste a job description. In those cases, search your pipeline first.
How a duplicate is detected
For spreadsheet and email imports, Kattia compares the company and the role. It ignores capital letters and spaces at the start and end, but the words must otherwise match exactly. "Stripe" and "stripe.com" do not match, and neither do "Software Engineer" and "Software Engineer, Backend".
When a spreadsheet row matches an application you already have, Kattia skips the row and shows a message such as "Found 2 duplicate applications that won't be imported", followed by each company and role and the date you added it, such as "(added 30 Apr 2026)".
When an application from your email matches one you already have, Kattia attaches the emails to your existing application instead of creating a second card.
For a job link, Kattia first checks whether you already saved the same link. After it reads the page, it also compares the company and the role. If it finds a match, it opens your existing application and adds the link to its attachments instead of creating a second card.
What is not a duplicate
Kattia treats these as separate applications:
the same company with a different role, such as "Stripe, Backend Engineer" and "Stripe, Frontend Engineer"
the same role at different companies
Fix duplicates you already have
Open the card you want to remove, usually the one with less detail.
Copy anything useful from its notes into the card you are keeping.
In the open application, select More actions (the … button at the bottom of the panel), then Delete application….
Select Delete permanently to confirm.
Deleting is permanent and cannot be undone. To remove several duplicates at once, use Select on the pipeline, tick them and select Delete.
Avoid duplicates
In spreadsheets: use the same company and role names in every row.
When you add by hand: press Ctrl+K (Cmd+K on a Mac), or select the search button on a phone, and type the company to see whether you already have it. The search covers your 40 most recently added applications, so for an older one, check the pipeline too.
After an import: read the duplicate message, which names the rows Kattia skipped.