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HubSpot check library

Find it. Fix it. Prove it.

The HubSpot portal problems we see most often, explained in plain language: why each one matters, how to find it by hand, how to fix it safely, and how Ancil checks it automatically as one of 150 deterministic rules.

Prefer a spreadsheet? Download every check as a free audit template

Deals

Pipeline hygiene that decides whether your forecast can be trusted.

DEAL-006

HubSpot deals missing a close date

Open HubSpot deals without a close date drop out of every time-based forecast. How to find them in two minutes, fix them safely, and stop it recurring.

DEAL-002

Open HubSpot deals past their close date

Open deals with a close date in the past make HubSpot forecasts unreliable. How to find overdue deals, decide what to do with each, and keep dates honest.

DEAL-003

HubSpot deals missing a deal amount

Open HubSpot deals with no amount (or an amount of zero) understate pipeline value. How to find them, fill them in sensibly, and require amounts at the right stage.

DEAL-004

Open HubSpot deals with no owner

Unowned HubSpot deals are nobody’s job and almost always stall. How to find open deals with no owner, reassign them, and stop new ones appearing.

DEAL-001

Stale HubSpot deals with no recent updates

Open HubSpot deals that have not been updated in two weeks inflate the pipeline. How to find stale deals, review them quickly, and keep the pipeline honest.

DEAL-005 · DEAL-007

HubSpot deals stuck in one pipeline stage

Deals that sit in one HubSpot stage for a month, or pile up in a single stage, signal a bottleneck. How to find them and what to change in the process.

ARCH-015

HubSpot deals with no contact or company

Deals without a buyer or account attached are hard to route, report on, and hand off. How to find unassociated HubSpot deals and link them safely.

DEAL-008

HubSpot deals with an amount but no close date

Open HubSpot deals with revenue but no close date inflate the pipeline while missing every forecast period. How to find this phantom revenue and fix it.

DEAL-011

HubSpot early-stage deals with a close date in the past

A deal still at an early HubSpot stage with a close date already gone is a record nobody believes. How to find these deals and get stage and date to agree.

DEAL-010

HubSpot pipeline with no closed won deals in 30 days

Open HubSpot deals but no closed won deals in a month points to a stalled pipeline or bad close data. How to tell which, and what to fix first.

DEAL-012 · DEAL-009

HubSpot win rate is low: review lost deals

A HubSpot win rate under 20% usually means weak qualification. How to measure win rate, review high-value lost deals, and tighten what enters the pipeline.

ARCH-005

HubSpot deal stage probabilities out of order

If a later HubSpot deal stage has a lower win probability than an earlier one, weighted pipeline is wrong. How to check stage probabilities and fix the order.

STRUCT-002 · STRUCT-001 · PORTAL-003

HubSpot deal pipeline stages not being used

When open HubSpot deals sit in one or two stages, the pipeline is a list, not a process. How to spot it, define real stages, and get deals moving through them.

Workflows

Automation that still fits the business, and automation that quietly does not.

WORKFLOW-001 · WORKFLOW-003

Disabled HubSpot workflows: clean up or delete

Turned-off HubSpot workflows clutter the automation list and hide what is really running. How to review disabled workflows and decide what to keep.

WORKFLOW-004

Active HubSpot workflows with zero enrollments

A HubSpot workflow that is on but has never enrolled anyone usually has a broken trigger. How to find these workflows and fix the enrollment criteria.

WORKFLOW-005

Duplicate HubSpot workflow names

When several HubSpot workflows share a name, nobody can tell which one does what. How to find duplicate workflow names and set a naming convention.

WORKFLOW-002 · WORKFLOW-006 · WORKFLOW-007 · WORKFLOW-008

HubSpot workflows not reviewed in 90+ days

Active HubSpot workflows that nobody has edited in months still act on today’s data. How to find stale workflows and run a regular workflow review.

STRUCT-005 · PORTAL-002

HubSpot portal with few or no active workflows

A HubSpot portal with hundreds of contacts and almost no workflows runs on manual effort. Which automations to build first, and how to check what is live.

Contacts

Record quality that drives segmentation, routing, and reporting.

CONTACT-001

HubSpot contacts missing a lifecycle stage

Contacts without a lifecycle stage cannot be segmented, reported on, or enrolled in lifecycle workflows. How to find them and set stages automatically.

CONTACT-011

How to find duplicate contacts in HubSpot

Duplicate HubSpot contacts split activity history and inflate marketing contact counts. How to find duplicates by email and merge them without losing data.

CONTACT-009

HubSpot contacts with invalid email addresses

Malformed email addresses in HubSpot bounce and hurt your sender reputation. How to find invalid emails, clean them up, and stop new ones getting in.

CONTACT-002

HubSpot contacts with no email address

HubSpot contacts without an email cannot receive marketing, join sequences, or be matched across systems. How to find them and fix the source.

STRUCT-004 · CONTACT-005

HubSpot lead status not being used

Without lead status, sales cannot prioritize follow-up and managers cannot see pipeline discipline. How to set up HubSpot lead status and get the team using it.

ARCH-014 · CONTACT-008

HubSpot contacts not associated with a company

Contacts without a company weaken account reporting, routing, and deduplication. How to find unassociated HubSpot contacts and link them safely.

CONTACT-003

HubSpot dormant contacts untouched for 180+ days

When a large share of HubSpot contacts has not changed in 180 days, sends and reports suffer. How to find dormant contacts, re-engage them, and retire the rest.

CONTACT-004

HubSpot contacts missing first and last name

HubSpot contacts with no first or last name break email personalization and are hard to recognize. How to find them, fill the gaps, and stop nameless records.

CONTACT-006 · STRUCT-003 · CONTACT-007

HubSpot lifecycle stages stuck at Subscriber or Lead

When nearly every HubSpot contact sits in one lifecycle stage, you cannot see your funnel. How to find a stuck lifecycle and get stages moving again.

PORTAL-006 · CONTACT-010 · PORTAL-001

HubSpot contact data quality: missing email, name and stage

Measure how complete your HubSpot contacts are across email, name, lifecycle stage and lead status, then fix the sources that keep creating the gaps.

Properties

The fields behind every form, import, and report, and whether anyone knows what they mean.

ARCH-003

Duplicate HubSpot properties

Several HubSpot properties with the same label make forms, imports, workflows, and reports error-prone. How to find duplicate properties and consolidate them.

ARCH-007

HubSpot custom properties with no description

Undocumented HubSpot custom properties make every migration, integration, and report change slower and riskier. How to find them and document what matters.

ARCH-002

Too many custom properties in HubSpot

Hundreds of custom HubSpot properties, many named test, old or do not use, slow every report and integration. How to audit and retire properties safely.

Lists

Segments that decide who receives every email and enters every workflow.

LIST-002

Empty HubSpot lists and segments

HubSpot lists or segments with zero members clutter every list picker and cause wrong selections. How to find empty lists and clean them up safely.

LIST-003

Too many static lists in HubSpot

Static HubSpot lists never update, so segmentation goes stale. How to spot an over-reliance on static lists and convert the right ones to active.

LIST-006

Duplicate HubSpot list names

HubSpot lists with identical names make it easy to send an email or run a workflow on the wrong audience. How to find and rename duplicate lists.

LIST-001 · LIST-005

HubSpot static lists not updated in months

Static HubSpot lists freeze who was in a segment on the day they were built. How to find large or old static lists and refresh, convert or retire them.

LIST-004 · PORTAL-004

HubSpot lists with 100,000+ contacts

Very large HubSpot lists usually mean sends and workflows target everyone at once. How to find oversized lists and split them into segments that perform.

Forms

The front door for new contacts: identity, spam, and consent.

FORM-001

HubSpot forms without a required email field

HubSpot form submissions without a required email weaken deduplication, attribution, and follow-up. How to find these forms and fix them.

FORM-002

HubSpot forms with spam protection turned off

HubSpot forms without reCAPTCHA invite bot submissions, junk contacts, and inflated marketing contact counts. How to find them and turn protection on.

FORM-003

HubSpot forms with no consent settings

HubSpot forms without a consent configuration may not meet privacy requirements for your audience. How to find them and what to review.

FORM-004

HubSpot forms not updated in over a year

Old HubSpot forms can carry retired fields, outdated routing and stale consent text. How to find forms untouched for a year and review them safely.

Service

Tickets that need an owner and an answer.

SERVICE-001

Open HubSpot tickets with no owner

Unassigned HubSpot tickets have no accountable responder and wait longer. How to find open tickets with no owner and set up automatic assignment.

SERVICE-002

HubSpot tickets untouched for 7 days

Open HubSpot tickets with no update for a week signal a backlog problem. How to find stale tickets, clear them, and stop the backlog growing.

SERVICE-003

HubSpot tickets missing a priority

When most open HubSpot tickets have no priority, SLA queues and escalation reports stop working. How to find them and set priority automatically.

SERVICE-007 · SERVICE-010

HubSpot tickets overdue on SLA or first response

Open HubSpot tickets marked overdue on SLA, or with no first response after two days, are customers left waiting. How to find them and fix the cause.

SERVICE-008

HubSpot tickets not linked to a contact or company

HubSpot tickets with no linked contact or company lose customer history, routing and reporting context. How to find them and fix the source.

SERVICE-004 · SERVICE-005

HubSpot tickets with no help desk or connected channel

HubSpot tickets exist but no inbox, help desk or connected channel is set up. How to check your service entry points and route tickets end to end.

SERVICE-006

HubSpot customer feedback surveys not set up

A HubSpot portal with tickets but no feedback submissions cannot track CSAT, CES or NPS. How to check your surveys and choose one to start with.

SERVICE-009

HubSpot knowledge base articles missing metadata

Knowledge base articles with a blank title, description or category are harder to find in search. How to find them in HubSpot and fill the gaps safely.

Governance

Users, permissions, and seats: who can change what, and who is paying for access.

GOV-002

Too many super admins in HubSpot

Every HubSpot super admin can change or delete anything. How to find super admins, move people to the right permission sets, and keep safe emergency access.

GOV-003

HubSpot users with no login in 90 days

HubSpot users who have not logged in for 90 days may be holding paid seats and open access. How to review inactive users safely and reclaim seats.

GOV-001

HubSpot users not assigned to a team

HubSpot teams drive routing, reporting, and permissions. How to find users with no team and set up a team structure that matches how you work.

GOV-005 · GOV-006

HubSpot users not assigned to a permission set

HubSpot users with one-off permissions instead of a permission set are hard to review. How to find them and move access into named, reusable sets safely.

GOV-007 · GOV-008 · GOV-009 · GOV-010

HubSpot permission sets: duplicates, unused sets and drift

Duplicate, unused and stacked HubSpot permission sets make access hard to review. How to spot permission set sprawl and consolidate it without breaking access.

GOV-004

HubSpot security log: token, export and user events to review

HubSpot security activity shows private app tokens, exports and user changes. How to review sensitive events and confirm each one was authorized.

Website

HubSpot-hosted pages and redirects that affect visitors and search engines.

CMS-003 · CMS-004

HubSpot URL redirect chains and loops

Redirects that point to themselves or into another redirect slow pages and waste search crawl. How to find them in HubSpot and fix them safely.

CMS-001

HubSpot blog posts missing a title or URL slug

Published HubSpot blog posts with no page title or URL slug hurt search results and site migrations. How to find them and fix them without breaking links.

CMS-002 · CMS-006

HubSpot pages missing a meta description

Published HubSpot website and landing pages without a meta description lose control of their search snippet. How to find them and write ones that work.

CMS-007

HubSpot featured images missing alt text

Published HubSpot pages with a featured image but no alt text are less accessible and give search engines less context. How to find and fix them.

CMS-008

HubSpot pages sharing the same URL

Two published HubSpot pages on the same URL cause publishing, canonical and redirect conflicts. How to find the duplicates and decide which page stays live.

CMS-005

HubSpot 302 temporary redirects left in place

HubSpot 302 redirects untouched for six months may be permanent moves set up as temporary. How to review them and decide when a 301 is the right choice.

Sales

Sales activity, sequences, and forecasts: whether the team is using HubSpot the way the pipeline needs.

SALES-001

HubSpot calls and meetings not being logged

A HubSpot portal with deals but no logged calls or meetings means sales activity happens somewhere else. How to check activity logging and fix the habit.

SALES-002 · SALES-003

HubSpot calls and meetings missing an outcome

Calls without a disposition and meetings without an outcome weaken HubSpot activity reports and follow-up automation. How to find them and make outcomes stick.

SALES-005 · SALES-006 · SALES-007 · SALES-008 · SALES-009 · SALES-004

HubSpot sequences with duplicate names, no owner, or no steps

Duplicate, ownerless, and empty HubSpot sequences make outbound hard to govern. How to audit your sequences, clean them up, and give each one an owner.

SALES-010 · SALES-011 · SALES-012 · SALES-013

HubSpot forecast setup problems

Restricted properties, missing properties, and incomplete submissions make HubSpot forecasts unreliable. How to check forecast types and submissions safely.

ADOPT-001 · ADOPT-002 · PORTAL-005 · ADOPT-003

HubSpot adoption: is your team actually using the CRM?

Untouched deals, untouched contacts, and unused lead status show a team that has stopped living in HubSpot. How to measure CRM adoption and turn it around.

Marketing

Marketing emails, subscriptions, and campaigns that decide what reaches inboxes and what gets credit.

MARKETING-006 · MARKETING-005

HubSpot marketing emails missing a subject line

HubSpot marketing emails with no subject line are abandoned drafts or sends waiting to fail QA. How to find them, decide which to keep, and clean up the rest.

MARKETING-014

HubSpot emails missing sender name, reply-to or sending domain

Published or scheduled HubSpot emails with a blank sender name, from address, reply-to or sending domain risk deliverability. How to find and fix them.

MARKETING-008 · MARKETING-009 · MARKETING-010

HubSpot email subscription types inactive or undocumented

HubSpot marketing emails need active, clearly described subscription types. How to review yours, fix inactive defaults, and document each type’s purpose.

MARKETING-015 · MARKETING-016

HubSpot contacts with no subscription status or legal basis

HubSpot contacts with no subscription status, or subscribed with no legal basis explanation, need a consent review. How to check them before your next send.

MARKETING-011 · MARKETING-013

HubSpot campaigns missing owner, dates, UTM or assets

Active HubSpot campaigns with no owner, dates, audience, UTM, or linked assets cannot be measured. How to find them and complete the setup before launch.

MARKETING-012

HubSpot campaign shows no sessions or contacts

A completed HubSpot campaign that reports zero sessions and contacts cannot prove its value. How to find the cause and fix tracking before the next campaign.

MARKETING-007

HubSpot landing pages missing a page title

HubSpot landing pages without a page title look broken in browser tabs and search results. How to find them, finish or archive them, and prevent it.

Commerce

Products, quotes, invoices, subscriptions, and payments that need to line up with your revenue records.

COMMERCE-002 · COMMERCE-001

HubSpot products missing SKU or price

HubSpot products without a SKU or price break quotes, integrations and revenue reports. How to find incomplete products and fix the product library safely.

COMMERCE-003 · COMMERCE-008

HubSpot line items missing price, quantity or a deal

HubSpot line items with no price, no quantity or no deal or quote distort deal amounts and revenue reports. How to find them and repair them safely.

COMMERCE-009 · COMMERCE-004 · COMMERCE-007

HubSpot quotes past expiration or not linked to a deal

Expired HubSpot quotes that still look active mislead buyers and reports. How to find quotes past expiration or missing a deal, and close them out safely.

COMMERCE-010

HubSpot invoices overdue with a balance due

Overdue HubSpot invoices with an open balance hide cash you are owed. How to list overdue invoices, check payment status first, and follow up safely.

COMMERCE-013 · COMMERCE-018

HubSpot invoices missing a contact or line items

HubSpot invoices without a contact, company or line items cannot be reconciled or reported on. How to find them and restore the right relationships.

COMMERCE-011 · COMMERCE-014

HubSpot subscriptions missing billing details or a customer

Active HubSpot subscriptions without billing dates, frequency, currency or a linked customer put renewals at risk. How to find and reconcile them.

COMMERCE-005 · COMMERCE-012 · COMMERCE-015 · COMMERCE-017

HubSpot payments missing data or not linked to an invoice

HubSpot payment records missing amount or status, refunded above their value, or not linked to an invoice or customer. How to find and reconcile them.

COMMERCE-006 · COMMERCE-016

HubSpot orders missing currency, store, customer or line items

HubSpot orders without currency, source store, fulfillment status, a buyer or line items weaken ecommerce reporting. How to find and fix them at the source.

Data model

Custom objects, associations, and property options that hold the rest of the portal together.

ARCH-008

HubSpot dropdown properties with duplicate option labels

Two HubSpot dropdown options with the same label but different stored values split your data. How to find duplicate option labels and merge them safely.

ARCH-009 · ARCH-011

HubSpot custom objects missing required or searchable properties

HubSpot custom objects with no display, searchable or required properties are hard to use and validate. How to review the schema and fix incomplete records.

ARCH-010 · MIGRATION-003

HubSpot custom objects not associated with contacts or deals

HubSpot custom objects with no link to contacts, companies, deals or tickets become isolated data. How to find them and design the right associations.

ARCH-012 · ARCH-013

HubSpot duplicate association labels

Duplicate HubSpot association labels between the same objects make relationships ambiguous. How to find them, merge them safely, and save label capacity.

Integrations

Connected apps, API usage, and migration leftovers that affect data reliability.

OPS-001 · OPS-004

HubSpot integration disconnected or failing to sync

HubSpot audit logs show apps disconnecting, tokens expiring or syncs failing. How to find integration risk events, confirm the impact and assign an owner.

OPS-002 · OPS-003

HubSpot private app near the daily API limit

HubSpot private apps share a daily API call limit. How to check usage, find the busiest app, and stop integrations failing when the limit is reached.

MIGRATION-001

Duplicate files in the HubSpot file manager

Identical files uploaded many times bloat the HubSpot file manager and slow migrations. How to find duplicate files and remove copies without breaking links.

MIGRATION-002

HubSpot notes with missing attachment files

HubSpot notes that point to attachments missing from the file manager break record history after a migration. How to find them and restore the files.

Run all 150 checks on your portal.

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