How to Manage Hubspot Data

Hubspot users: We spent the last two weeks building this CRM dashboard for tracking deal record hygiene. It embeds right in Hubspot and is totally free. It’s remarkably hard to track data hygiene in the CRM. So we built this dashboard and guide to getting it stood up. What it does: - Shows deal completeness across all live deals by rep - Surfaces stale pipeline by rep - Breaks down record completeness by deal owner - Filter the dashboard by owner interactively How it works: - Copy the templates (comment below and I’ll send them) - Determine what properties make a deal “complete” - Add workflows (templates/guide included) - Go live Keeping your data updated and clean improves just about everything about the sales cycle. Setting this up takes less than an hour thanks to this template and is an amazing resource for teams who care about data hygiene. Comment “Hubspot” below and I’ll send it over when it’s finished. Must be connected.

"I have no idea what this property is for, but I'm afraid to delete it." Without documentation, HubSpot gradually (or quickly) transforms from a revenue-generating asset into a maze that the Weekend ran around at the Super Bowl. The cost isn't just process debt—it's operational drag: • Reports that no one trusts • Team members creating duplicate properties • Automation breaks when fields are modified • Onboarding new team members takes twice as long    Building a data dictionary is a foundation of HubSpot governance. It documents each property's purpose, format, usage, and integration status. This documentation allows you to: • Confidently clean up unused properties • Make informed decisions about field modifications • Ensure consistent data capture • Simplify reporting • Create a sustainable system that grows with your business.    𝗛𝗲𝗿𝗲'𝘀 𝗺𝘆 𝟱-𝘀𝘁𝗲𝗽 𝗽𝗿𝗼𝗰𝗲𝘀𝘀 𝘁𝗼 𝗯𝘂𝗶𝗹𝗱 𝗮 𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗱𝗮𝘁𝗮 𝗱𝗶𝗰𝘁𝗶𝗼𝗻𝗮𝗿𝘆: 𝗦𝘁𝗲𝗽 𝟭: 𝗘𝘅𝗽𝗼𝗿𝘁 𝗔𝗹𝗹 𝗣𝗿𝗼𝗽𝗲𝗿𝘁𝗶𝗲𝘀 Use HubSpot's Property Settings to export all properties to a CSV file. Navigate to Settings → Properties → Export (top right) and select your preferred output. I have a Google Docs template that I modify slightly based on the use case (i.e., SFDC integration vs. HubSpot only). The steps below can be modified based on the use case, needs, and team, but they serve as a starting point. 𝗦𝘁𝗲𝗽 𝟮: 𝗜𝗻𝗶𝘁𝗶𝗮𝗹 𝗖𝗹𝗲𝗮𝗻𝘂𝗽 & 𝗖𝗹𝗮𝘀𝘀𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻 Sort your export by object type (contact, company, deal). For each property, note: • Is it a standard or custom property? • When was it last modified? • Is it being used in any lists, workflows, or forms? 𝗦𝘁𝗲𝗽 𝟯: 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁 𝗣𝗿𝗼𝗽𝗲𝗿𝘁𝘆 𝗣𝘂𝗿𝗽𝗼𝘀𝗲 For each property, document: • What business question does this answer? • Which team(s) use this data? • Is it used for reporting, automation, or both? • What happens if this data is incorrect? 𝗦𝘁𝗲𝗽 𝟰: 𝗠𝗮𝗽 𝗜𝗻𝘁𝗲𝗴𝗿𝗮𝘁𝗶𝗼𝗻 𝗣𝗼𝗶𝗻𝘁𝘀 Note which properties: • Sync to/from Salesforce • Connect to other systems • Have dependencies in workflows • Drive critical reporting 𝗦𝘁𝗲𝗽 𝟱: 𝗖𝗿𝗲𝗮𝘁𝗲 𝗚𝗼𝘃𝗲𝗿𝗻𝗮𝗻𝗰𝗲 𝗥𝘂𝗹𝗲𝘀 Establish clear protocols for: • Who can create new properties • Required documentation for new properties • Regular audit schedules • Cleanup procedures A data dictionary isn't sexy, but it's a building block for teams trying to maximize their investment in HubSpot. #hubspot #data #datahygeine  

Don't wait to fix missing CRM data 🧽 → set your deal hygiene criteria in a score → use a score threshold as a workflow trigger → automatically notify reps of non-compliance 💡 Rolling your data hygiene criteria into a score simplifies maintenance and usage across reporting, tags, and automation. Shout out Jeff Ignacio for this framework! Here's how to set it up in HubSpot step-by-step: First, we’ll build a data hygiene score 🥅 1. Create a score type property named “Data Hygiene Score” 2. Set up positive score criteria: ⚡️Last activity date - Set the score to 25. - Add a filter where "Last activity date" is less than "7 days ago". 🔀 Closed Date Changed - Set the score to 5. - Add a filter where "Closed Date Changed" is less than or equal to 5. 💰 Deal stages after discovery include Amount - Set the score to 20. - Add filters: - "Deal stage" is none of "Discovery (Sales Pipeline)". - "Amount" is known. - "Amount" is greater than 0. ✅ Next Steps Last Updated - Set the score to 25. - Add a filter where "Next Steps Last Updated" is less than "7 days ago". Next, we'll build a workflow to notify reps 🤖 1. Trigger the workflow when the “Data Hygiene Score” is less than 85 💡 Make sure you turn on reenrollment 2. Create a To-do Task with the title "🚨 Deal Hygiene Below Threshold." → Set the Due Date to "Immediately" and choose if you'd like to send an email reminder. → In the task note use the format {Property Value: { personalization token } to display the current value of all our required properties. → Assign the task to the existing owner of the deal. 3. Use the send Slack Notification action to notify the right rep of this issue. → Select "Deal owner" to notify the existing owner of the deal. → Add the title “🚨 Action Needed: Deal Hygiene Below Threshold” in the message section. → Include the properties that make up the data hygiene score: - Days to close - Amount - Next Steps Last Updated - Last Activity Date - Closed Date Changed Simple workflow - but effective for surfacing deals with missing data that could make them more risky than your forecast would otherwise suggest. P.S. I’m building a niche B2B media company for HubSpot admins starting with a weekly newsletter. You can subscribe to get step-by-step use case playbooks to implement in your own account each week. https://lnkd.in/en942kTf

There are 4 main areas to check when cleaning up HubSpot data: 1. Records 20% of your contact list goes bad every year. That's a conservative estimate. Your CRM is probably 50%+ duplicates, outdated records, invalid emails, and plain old spam. Ask yourself: Are there duplicate contacts and companies? Are there outdated records that need to be enriched? Are records property associated (like no Deals without Contacts)? Are the most important properties easily accessible on the record page without going into "View all properties"? 2. Properties I've seen HubSpot portals with 1000's of custom properties. 8 different properties to store "Industry"? Not unheard of. If your employees don't know which property to use for what data, your reporting is going to be a disaster. Ask yourself: Are there multiple properties serving the same purpose? Do the most important properties actually have data in them? Are property values formatted consistently (ex: USA vs US vs United States)? Are properties labeled intuitively? Who has permission to create and edit properties? 3. Workflows When processes get built, often old ones are not properly sunset. That means conflicting workflows layered on top of one another. Even if you do manage to clean up your bad data, old workflows might be right behind you undoing that hard work. Ask yourself: Is there a clear naming convention for workflows? Have legacy processes been turned off? Is re-enrollment being set correctly? Are lead rotation workflows updated with the right users? Are there any workflow errors that need addressing? 4. Integrations Much like workflows, data sync from integrations can quickly overwrite data changes you make in one system with bad data from the other. Plus, if you don't maintain your sync settings, you'll end up with siloed data and sync errors. Ask yourself: Who owns the integration (someone needs to)? When changes are made in one system, what's the process for ensuring they are reflected in the other (picklist value errors galore!)? What data needs to sync and, more importantly, what doesn't? Which system do you trust for which properties? Are there sync errors that need to be addressed? Luckily, HubSpot's Data Quality Command Center makes it really easy to see what's wrong at a glance. Fixing it? That's a whole other story. -- P.S. I just published my first #Hubsessed newsletter with a full playbook on auditing, cleaning, and maintaining your HubSpot data. Check it out at the "view my newsletter" link under my name at the top of this post!