Free HubSpot CRM Cleanup and Planning Checklist

A free checklist to clean your HubSpot data, tidy the setup and plan the year ahead, one section at a time.

What's inside

Five sections, from cleanup to team training

1
Data cleaning and housekeepingDuplicates, inactive contacts, outdated details, unused custom properties, stalled deals and cluttered activity logs.
2
Setup optimisationProperty standards and validation, workflows, marketing lists and emails, dashboards and reports.
3
Future planningGoals in HubSpot, connected apps and integrations, user access, backups and security settings.
4
Strategic initiativesLead nurturing, the marketing to sales handoff, segmentation, database health and account-based marketing.
5
Training and documentationRefresher training for the team, and a record of every change you make during the cleanup.

Get the checklist

PDF checklist, 5 pagesCRM Data Cleaning, Setup and Planning

1. Data cleaning and housekeeping

Remove duplicate contacts and companiesUse HubSpot's duplicate management tool to find and merge them.

Identify and delete inactive contactsFilter by no engagement in a set period. Try a re-engagement campaign first.

Clean up custom propertiesDelete any that are unused or redundant.

2. Setup optimisation

Review active workflowsArchive outdated ones and check none send to old lists.

Review and clean dashboardsKeep the metrics that matter for the year ahead.

3. Future planning

Audit user accessDeactivate users who have left or no longer need access.

A sample of the 27 checks. Ticks show how it looks as you work through it.

The order

Clean first, then set up, then plan

The checklist runs in this order on purpose. Plans built on messy data are plans built on the wrong numbers.

CleanDuplicates, old contacts, stalled deals

Set upProperties, workflows, lists, dashboards

PlanGoals, integrations, access, security

GrowNurturing, handoffs, segments, ABM

TrainRefresher sessions and documentation

Why it matters

What changes once your CRM is cleaned up

Without a cleanup

Duplicates skew your reportsThe same company counted twice, and the same lead called by two people.
Workflows run on old listsEmails go to contacts who left years ago, or to lists nobody owns.
Access driftsPeople who have left the business can still log in.

With a cleanup

Reports match realityOne record per contact and company, and deals in the right stage.
Automation you can rely onOutdated workflows are archived and the rest are tested.
A setup the team understandsChanges are written down and everyone has the right access.

How to use it

From checklist to a clean portal

Download the PDF

We email you the checklist. Print it or work through it on screen with your team.

Work one section at a time

Start with section 1. Merging duplicates and removing unused properties makes every later step easier.

Write down what changed

The last section asks you to document changes to workflows and properties. That record is your starting point next time.

Tip

Back up before you delete anything. Section 3 covers exporting your contact, company and deal data, but it is worth doing before you start section 1.

When a checklist isn't enough

Want a second pair of eyes on your portal?

Our HubSpot Audit reviews your CRM data, Marketing Hub, Sales Hub, workflows and integrations, and gives you an action plan ranked by impact and effort.

See the HubSpot Audit

Questions

Before you download

Is it only for the end of the year?

No. It works any time you want a reset: before planning a new year, after a busy quarter, or before a new campaign or integration.

Do I need HubSpot to use it?

It is written for HubSpot and mentions tools like duplicate management and goals, but most checks apply to any CRM.

Should I delete inactive contacts?

The checklist suggests a re-engagement campaign first. Export a backup before deleting anything.

Is it really free?

Yes. Fill in the form and we email you the PDF.

Free download

Get your copy of the checklist

PDF checklist, 5 pages
27 checks across data, setup and planning
Tick boxes to work through with your team