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Maintaining pristine data in your HubSpot portal can feel like trying to keep a teenager's room clean. It requires strategy, consistency, and sometimes, tough decisions about what stays and what goes.
As a HubSpot solutions partner, we've seen our fair share of data disasters and organisational triumphs. That’s why we got our HubSpot expert, Hannah Fisher, in the hot seat during our Beyond The Hub podcast to find out what to do and what not to do.
Keep reading for the key takeaways or watch the full episode here.
Before diving into the technical weeds, let's talk strategy. Just as an architect carefully plans the layout of a building, you need to determine the structure and purpose of your data before implementing any tools or techniques.
Key questions to ask:
By answering these questions, you can decide which data is the most critical for your business and ensure that your CRM only stores relevant and valuable information.
Related resource: Scoping your CRM Requirements
Your HubSpot properties are more than just fields in a database—they're the structural framework that supports your entire customer relationship management system. Here's how to optimise them:
Giving everyone super admin access is bad practice. Instead, implement role-based permissions and only grant super admin access to a select few.
Not only does this provide more security for your portal but it also helps streamline onboarding for future users, makes it easier to update permissions in bulk and ensures everyone only sees what they need to see. Consider the following:
Every great CRM admin needs a mission control center and the data hygiene dashboard is the best place to start. Simply build a dashboard to highlight missing data points like
Watch the video below to learn more.
Security isn't just IT's problem anymore. As a CRM admin, you're the frontline defender of your organisation's data integrity so making sure the following are in place is crucial:
Keeping on top of HubSpot's latest updates is difficult but essential. If you’re struggling, make sure you sign up to our monthly product update webinars where we talk about all the updates and how to use them.
Here's some of the latest updates you should be using:
Even the most skilled CRM admins have their horror stories but it’s how you react that sets you apart. Having an emergency response plan can help, for example:
Ready to transform your HubSpot portal? Start here:
Remember: Your HubSpot portal needs regular attention, occasional editing, and room to grow. But with the right approach, you can create a portal where your organisation's data doesn't just exist—it thrives.
If you’d like to talk to our experts about how to optimise your data structure, book a call—we promise not to judge your current property count.