Ideas/Tools to clean up Hubspot

[WhitneyLM]

Hey there—I am fairly new to a team that had an existing Hubspot account that was set up before I started. Our Hubspot is huge, and we have lots of employees adding, updating, and generally managing our account. To say things are a mess is an understatement. 

I have been trying to clean up and organize, but it feels like everything I do makes no real headway. I spend hours cleaning, and then the next day, it's back to a mess. Does anyone have any tips or ideas for how to reign it all in and maximize our Hubspot for our company? 

[karstenkoehler · Accepted solution]

Hi @WhitneyLM,

There is unfortunately no tool that does it all for you automatically – but a good starting point with recommendations is HubSpot Audits from Portal-iQ by @Mike_Eastwood: https://portal-iq.com/

This will generate insights for you and you'll know where to start.

Hope this helps!

[Mike_Eastwood · Accepted solution]

Hi @WhitneyLM 

As a HubSpot Partner we've found most organizations – to put it politely – have a mess in HubSpot.

So, as @karstenkoehler mentioned (thank you Karsten) we created Portal-iQ a tool to help audit the Setup, CRM data and Hubs with recommendations to help clean up your HubSpot Portal and implement best practices.

And I can make some suggestions to tighten up the permissions, implement rules and business processes to help keep your system CRM tidy.

If you'd like to meet on Zoom please use this Meeting link.

Cheers

Mike

Here to learn more about HubSpot and share my HubSpot Knowledge. I'm the founder of Webalite a Gold HubSpot Partner Agency based in Wellington, New Zealand and the founder of Portal-iQ the world's first automated HubSpot Portal Audit that helps you work smarter with HubSpot.

[Mike_Eastwood · Accepted solution]

Hi @WhitneyLM 

Have you seen https://koalify.io it automatically de-duplicates. If you have any questions talk to @Jonas_De_Mets he's the expert!

Mike

[RNoll]

For me, the answer depends on what kind of cleaning you're doing. What actions are are you taking each day, and are those same efforts being undone by others? If so, maybe implementing a Procedure Guide could work. Or are you working every day and cleaning up one thing, only to find a mess somewhere else?

[WhitneyLM]

It's a little bit of both really. For example, I will spend time de-duplicating contacts and get the list down from 3,000 or so to zero. Then a week later due to multiple factors, the number is huge again. I have tried to set some standard guidelines but we are a 100+ people org and nothing we have tried has worked yet. The above is just an example, we have the same issue with companies - lots of duplicate companies, missing info, etc. We also have a bajillion properties that are so so confusing as well! Like I said, a big ol mess

[PJudge]

@WhitneyLM  I am using Insycle for duplicates and data cleanup and so far it's been great.

[RNoll]

Oh yeah, dupes are horrible. Do you have a third party integration that could be causing them? We literally had 10,000 that we got down to zero and they're all back, too. Most of ours can be ignored (former and active clients with the same name), there are only some we need to be aware of. I ended up buying a tool called Koalify to help me ID and merge duplicates that only match in certain unique ways. If you can afford it I would recommend it, and it's continually improving. There are some other dedupe tools out there you could consider, also.

Properties Maintenance is a bear, too. I'm lucky, we only have a small handful of us who are allowed to make properties. If you go to Settings > Properties the final column will show you if a property is not being used, but I'd be cautious deleting anything without some inverstigation. You could potentially sort each object's properties by user and have each person vet the properties they made, starting with the people who make the most.

Do you happen to have Operations Hub Pro?

Robyn

[Mike_Eastwood · Accepted solution]

Hi @WhitneyLM 

Have you seen https://koalify.io it automatically de-duplicates. If you have any questions talk to @Jonas_De_Mets he's the expert!

Mike

[Jonas_De_Mets · Accepted solution]

Thanks for recommending Koalify @Mike_Eastwood & @RNoll 🙏
@WhitneyLM you can try Koalify for free, or feel free to book a time with me if you'd like to learn more! Here’s a quick 4-minute video that highlights our main features:

https://www.youtube.com/watch?v=PhDQnGi6Meg

[RNoll]

Koalify has done wonders for us, and Jonas is terrific to work with.

[Mike_Eastwood · Accepted solution]

Hi @WhitneyLM 

As a HubSpot Partner we've found most organizations – to put it politely – have a mess in HubSpot.

So, as @karstenkoehler mentioned (thank you Karsten) we created Portal-iQ a tool to help audit the Setup, CRM data and Hubs with recommendations to help clean up your HubSpot Portal and implement best practices.

And I can make some suggestions to tighten up the permissions, implement rules and business processes to help keep your system CRM tidy.

If you'd like to meet on Zoom please use this Meeting link.

Cheers

Mike

Here to learn more about HubSpot and share my HubSpot Knowledge. I'm the founder of Webalite a Gold HubSpot Partner Agency based in Wellington, New Zealand and the founder of Portal-iQ the world's first automated HubSpot Portal Audit that helps you work smarter with HubSpot.

[karstenkoehler · Accepted solution]

Hi @WhitneyLM,

There is unfortunately no tool that does it all for you automatically – but a good starting point with recommendations is HubSpot Audits from Portal-iQ by @Mike_Eastwood: https://portal-iq.com/

This will generate insights for you and you'll know where to start.

Hope this helps!