Your portal has room to grow. Here's the map.

Empty custom properties clutter forms, views and reports, and confuse your team (and your AI) about where the right data lives.

What to do: Archive or fill in unused custom properties; keep only the ones someone actually fills in.

A property with no description is a property nobody knows how to fill in — and neither do Breeze or your AI agents.

What to do: Document your custom properties (what each is for and who fills it in) before you turn AI loose on the CRM.

Your plan has a custom property limit. Once you hit it, HubSpot stops letting you create new ones: any field the business needs later is blocked until you free up room.

What to do: Archive the custom properties nobody fills in to win back room before you need it (or ask HubSpot to raise the limit if the usage is legitimate).

A custom property filed in one of HubSpot's default groups gets lost among the hundreds the product ships with: when building a form, a view or a report nobody finds it, and someone ends up creating a duplicate.

What to do: Move custom properties into groups of your own (by team or by process) so people can find them without searching.

Without a probability per stage, your sales forecast is an opinion, not a number.

What to do: Set the win probability for every stage of the pipeline.

Without teams you cannot control visibility or measure performance by group.

Users: 22 · Teams: 4

Every send to an address that already bounced tells inbox providers your list is not maintained — and that hurts delivery of ALL your emails, not just the ones to that list.

What to do: Suppress hard bounces from every send and find where those addresses are coming from (a form without validation is usually the culprit).

A database where most people have gone more than a year without contact inflates your Marketing Hub bill and makes every conversion metric look worse than it really is.

What to do: Pull everyone with no contact in over a year into a list: re-engage them with a campaign and suppress whoever does not respond, instead of paying for them.

A record owned by someone who no longer works here has no one looking after it — and its deals keep counting toward the forecast of a pipeline nobody is working.

Deactivated owners: 3 · Contacts: 0 · Companies: 0 · Deals: 0

Two records for the same company split its history in half: the rep cannot see earlier conversations, and reports count the same thing twice.

What to do: Merge by domain with HubSpot's duplicate management tool, and require the domain when a company is created — that is where duplicates get back in.

Estimated from a sample: the API does not allow grouping by domain.

A contact with no name cannot be personalized: every email and every call starts cold.

Records: 18,400 · Missing the field: 552 · 3%

Without an email address, marketing cannot reach the contact: it never makes it into a send or a sequence.

Records: 18,400 · Missing the field: 92 · 0.5%

Without a phone number, sales is stuck with email — the slowest channel, with the lowest response rate.

What to do: Ask for a phone number only on high-intent forms (demo, quote, contact), not on downloads.

Without a lifecycle stage there is no funnel: you cannot measure conversion or tell marketing apart from sales.

Records: 18,400 · Missing the field: 1,288 · 7%

A record without an owner is a record nobody answers for: it drops out of follow-up and no one notices.

Records: 18,400 · Missing the field: 2,024 · 11%

A contact with no company breaks the account view: you cannot see who else is involved or the customer's history.

Records: 18,400 · Missing the field: 2,944 · 16%

A company with no name is a row nobody can identify in a view or a report.

Records: 3,200 · Missing the field: 3 · 0.1%

The domain is the key HubSpot uses to associate contacts with their company and to deduplicate; without it, the company sits in isolation.

Records: 3,200 · Missing the field: 128 · 4%

Without an industry you cannot segment by vertical or compare performance across sectors.

What to do: Fill in the industry for the accounts that matter (customers and open deals), not the whole database.

An account without an owner has no one in charge of the relationship or the renewal.

Records: 3,200 · Missing the field: 224 · 7%

A company with no contacts is a record you cannot talk to: neither marketing nor sales can act on it.

Records: 3,200 · Missing the field: 288 · 9%

A deal with no name has to be opened to know what it is about: the board stops being readable at a glance.

Records: 940 · Missing the field: 0 · 0%

A deal with no amount never reaches the forecast: your pipeline looks smaller than it is, and the forecast is useless for making decisions.

Records: 940 · Missing the field: 56 · 6%

Without a close date the deal falls into no period: it shows up in neither this month's forecast nor this quarter's.

What to do: Require a close date when the deal is created, even an estimate, and revisit it at every stage change.

A deal without an owner is a deal nobody is working — and it still inflates your pipeline.

Records: 940 · Missing the field: 12 · 1.3%

A deal with no contacts is a sale with no one on the other side: you cannot measure influence, attribute it, or pick it back up when someone leaves.

Records: 940 · Missing the field: 41 · 4.4%

A ticket with no subject cannot be triaged from the queue: someone has to open it to know whether it is urgent.

Records: 210 · Missing the field: 0 · 0%

A ticket with no description forces someone to rebuild the case from scratch every time it changes hands.

Records: 210 · Missing the field: 59 · 28.1%

Without a priority, the queue is worked in order of arrival instead of urgency: the serious cases wait their turn.

What to do: Set priority automatically by source or by the customer's SLA, and keep manual changes as the exception.

A ticket without an owner has no one accountable for how long it takes to resolve.

Records: 210 · Missing the field: 4 · 1.9%

A ticket with no contact lands in nobody's history: the next time that customer writes in, no one will know they have been through this before.

Records: 210 · Missing the field: 9 · 4.3%

Your domain is only half authenticated: without HubSpot's DKIM signature, or with DMARC set to "none", your emails arrive with less trust and nobody blocks whoever spoofs your domain.

What to do: Connect your sending domain in HubSpot so it signs with DKIM and, once your DMARC reports come back clean, raise the policy to "quarantine".

Your site has this portal's tracking code: visits make it into your contacts' history.

Page checked: https://www.yourcompany.com/ · This portal's code: Yes · Another portal's code: No

Some of your marketing contacts haven't engaged in 60 days. Reviewing them every month keeps your plan's room for the people who do respond — or the ones you use in ad audiences — and keeps your sends landing with people who open them.

What to do: Create a view of marketing contacts with no engagement in 60 days and review it every month: the ones you use in ad audiences or nurturing stay; the rest can move to non-marketing, and the change counts from your next cycle.

Forms are the front door for leads: few or none means your traffic is not converting.

Forms: 34

Without an email program there is no nurturing: leads who do not buy today go cold and are lost.

Published emails: 142 · Total: 180

Without campaigns you cannot tie results to effort: all your marketing looks like one undifferentiated lump.

Campaigns: 9

If almost no one moves past 'lead', the funnel is clogged: you capture but never qualify.

What to do: Define your MQL/SQL criteria and move stages automatically based on score or behavior.

The tool is available but switched off: nobody has a score, so there is nothing to prioritize by.

What to do: Define the scoring model (positive and negative signals) and publish it; until it is published, every score stays at zero.

Reading: the score properties exist, but no record has a value above zero

Without segmentation you say the same thing to everyone, and the message loses its punch.

Lists: 212

Stalled deals inflate the pipeline and make the forecast lie.

What to do: Set a hygiene rule (close or revive after X days) and automate the reminder.

A deal with no close date stays out of the forecast: you are planning blind.

What to do: Make the close date required and fix the open deals that are missing one.

Without a closed-lost reason, the same mistakes repeat: the team never learns why it loses.

What to do: Make the closed-lost reason required and review it in your pipeline meeting.

When prospects book on their own, the cycle gets shorter and you never miss the moment of interest.

Meetings booked: yes, in the last 90 days

You have sequences available and nobody is enrolling contacts: follow-up depends on someone remembering.

What to do: Build one sequence per scenario (post-demo, no reply, re-engagement) and make it part of the process, not optional.

Your plan doesn't include this capability; it doesn't affect your score.

If service does not live in the CRM, customer problems are neither seen nor measured.

Tickets: 210

A ticket without an owner is a customer waiting with nobody answering.

What to do: Set up automatic ticket assignment and work through the queue of orphans.

Without a knowledge base your team answers the same question a thousand times — and your AI agents have nothing to answer from.

Articles: 18

Every manual process that could be a workflow is team time nobody gets paid for.

Workflows: 118 · Active: 95

Switched-off workflows are debt: nobody knows whether they can be deleted or whether something stopped working.

Workflows: 118 · Turned off: 23 · 19.5%

A workflow with no actions does nothing, and one with no description is one nobody dares to touch.

What to do: Go through the undocumented workflows in the sample and give each a one-line description; delete any that turn out to be empty.

When quotes live in the CRM, deals close faster and everyone can see what was offered.

What to do: Standardize quote templates and use them on every deal.

Without a product library, every quote is built by hand: inconsistent pricing and zero insight into what sells.

What to do: Load your products and services, with prices, into the product library and use it on your quotes.

AI is only as good as your data is complete and described: with empty fields, Breeze and your agents give bad answers.

What to do: Before turning on agents, raise the fill rate of your key properties and document your custom ones.

The AI actions your plan already includes (research, summarize, fill in properties) are not wired into any workflow in the sample: AI only pays off when it runs on its own.

What to do: Wire an AI action into a real process — enrich on creation, summarize before the call — instead of using it by hand.

This is a sample of workflows, not a full count: not finding them here does not prove they are absent from the rest.