Calculated on 3/3 pillars (completeness, consistency, freshness). Unreadable dates are left out of freshness.
What to fix first
1Records with no activity for over 90 days215 records≈ +11 pts
A record with no recent activity may have been abandoned, or the work isn’t being logged in HubSpot.
- Sort these records by owner and by potential value.
- Decide for each one: follow up, qualify or archive.
- Remind the team of the rule: every sales interaction gets logged in HubSpot.
2Phone numbers to normalise (+1)167 records
The international format prevents dialling and SMS errors and makes de-duplication easier.
- With Data Hub (formerly Operations Hub): in a workflow, use the Format data action (Data ops).
- Without Data Hub: export, convert to +1 in your spreadsheet, then re-import and update the existing contacts.
- Ask your teams to enter the country code.
3Phone number: missing values51 records
Incomplete records skew your lists, reports and automations.
- Save a view of the records where this field is empty.
- Split the clean-up between the owners, with a short deadline.
- Where it makes sense, make the field required in your forms and in the property settings (Settings > Properties), so the gap doesn’t come back.
- Re-export in 30 days and re-run the analysis to measure the improvement.
4Last name: missing values24 records
Incomplete records skew your lists, reports and automations.
- Save a view of the records where this field is empty.
- Split the clean-up between the owners, with a short deadline.
- Where it makes sense, make the field required in your forms and in the property settings (Settings > Properties), so the gap doesn’t come back.
- Re-export in 30 days and re-run the analysis to measure the improvement.
5First name: missing values17 records
Incomplete records skew your lists, reports and automations.
- Save a view of the records where this field is empty.
- Split the clean-up between the owners, with a short deadline.
- Where it makes sense, make the field required in your forms and in the property settings (Settings > Properties), so the gap doesn’t come back.
- Re-export in 30 days and re-run the analysis to measure the improvement.
We never change anything in your HubSpot: you click, we guide you. Gains overlap: they are indicative, not additive.
Company duplicates: checked only on a companies export (several people or deals at the same company are normal).
| Team member | Records | Active (90 d) | Record quality | Signal |
|---|---|---|---|---|
| Team member A | 90 | 90% | 94 · completeness 92.2% · anomalies 4.4% | On track |
| Team member B | 80 | 77.5% | 95 · completeness 91.6% · anomalies 0% | On track |
| Team member C | 70 | 65.7% | 96 · completeness 93.1% · anomalies 0% | On track |
| Team member D | 60 | 51.7% | 95 · completeness 92.6% · anomalies 1.7% | Keep an eye on |
| Team member E | 55 | 40% | 94 · completeness 90.9% · anomalies 1.8% | Keep an eye on |
| Team member F | 50 | 28% | 94 · completeness 91.7% · anomalies 2% | Needs coaching |
| Team member G | 45 | 15.6% | 91 · completeness 92.7% · anomalies 11.1% | Needs coaching |
| Team member H | 30 | 6.7% | 96 · completeness 93.3% · anomalies 0% | Needs coaching |
Quality = 60% completeness + 40% records without anomalies, calculated from at least 5 records and the columns of your export: it can only be compared within a single file.
An indicator of activity and record quality (completeness and anomalies), not a performance review. Low logged activity doesn’t prove that someone isn’t working: it’s a signal to coach. A 0% can come from an owner change in the export: check before you raise it.