Every HubSpot user has questions about their account, but answering them requires time, expertise, and perspective. If you’re missing any of those, getting answers can be an uphill battle. That’s where a HubSpot Health Check comes in. In this deck, you'll learn the secrets of how an experienced HubSpot consulant goes about identifying, triaging and tackling issues that are common across HubSpot accounts of all sizes and maturity levels. Some of the issues you'll get insight into are: How to reduce the number of Forms in your account. What to do if you have too many Lists. Best practices for adding and removing custom properties. How to get a handle on your automations. We'll also be taking some time to share individual HubSpot challenges and do some Q&A with your host!

1. 1:00 PM – 2:00 PM
How to Diagnose
Account Issues with a
HubSpot Health Check

2. Today’s Agenda
Intros (and Tech Issue Buffer)
Basic Setup Checklist
Objects & Properties
Email, Lists & Forms
Wrap Up
05 MIN
15 MIN
15 MIN
15 MIN
05 MIN

3. Cody Pierson
I’ve been working in HubSpot since
2018 and I started Hubcap Solutions in
2020. Today it's a two-person team of
SMB-focused sales and marketing
operations specialists laser-focused on
working with HubSpot.
I don’t run Google Ads. I don’t write
social posts. I don’t develop websites.

4. Basic Setup Checklist
These are some of the most commonly overlooked or
incorrectly configured items involved with setting up a
HubSpot account.

5. Tracking Code
The HubSpot tracking code allows you to capture anonymous
visitor statistics and match Contacts that convert to their
website activity.
● Find it under Settings -> Tracking + Analytics -> Tracking
Code
If it hasn’t been added to the site - or you can’t confirm - you’ll
need to reach out to your web developer.

6. Tracking Code
You can also check your Traffic Analytics section and cross-
check your results with other analytics platforms.

7. Domains
Unconnected domains are rarely a day-to-day issue, but in
incorrectly setup email sending domain can cause ongoing
issues.
● Find it under Settings -> Website -> Domains & URLs
If any domains are disconnected or you identify domains that
need to be added, you’ll need to reach out to your domain
administrator to update your DNS records.

8. Ads Accounts
Connecting Ad Accounts in simple, but they tend to disconnect
over time as permissions expire, users leave and platforms
change.
● Find it under Settings -> Marketing -> Ads
If any accounts are reporting errors you will need to reconnect
them, which will require you to have access to the ad accounts
you would like to connect.

9. Ads Accounts

10. Marketing Contacts
Most HubSpot account these days are billed based on Marketing
Contacts. Keeping a close eye on the number of Marketing
Contacts in your account can save you from unexpected price
increases.
● Find it under Account & Billing -> Usage & Limits.

11. Marketing Contacts

12. Users & Teams
With joining and leaving your organization constantly, plus
external vendors needing access, it’s easy to lose track of how
many users you have in HubSpot.
● Find it under Settings -> Account Setup -> Users & Teams
When looking at users and teams, keep an eye on how many
Super Admins you have, whether you have any paid seats that
can still be assigned and whether any accounts can be
deactivated or removed.

13. Users & Teams

14. Objects & Properties
Properties are the foundation of your HubSpot data.
Understanding what you have, what you need and how it’s
being presented to your users is essential.

15. Property Audit
Every HubSpot account comes with ~190 default Contact
properties. You will almost certainly have added custom
properties beyond that.
● Find them under Settings -> Properties
Each object has a unique set of properties. Properties cannot be
removed while they are Used In any other HubSpot elements.
Properties with little to no data which are not Used In other
elements are excellent candidates for a purge.

16. Original Sources
Original Source is the default field which indicates the high level
channels that brought Contacts into your database. You can drill
down further using Original source drill-down 1 and Original
source drill-down 2.

17. Record Layouts
How data is presented in HubSpot is as important as which data
is collected. Adjusting the record layouts allows you to customize
the data that’s presented to your users.
● Find it under Settings -> Objects -> Contacts -> Record
Customization
At higher HubSpot tiers, sections can be made conditional and
different layouts can be presented to different teams.

18. Company Association
By default HubSpot will try to automatically create Companies
for any Contacts that enter your database with an email
address. (Not including common free email providers.)
● Find this setting under Settings -> Objects -> Companies ->
Setup
This can be a very useful feature but it’s with understanding fully
to know how new Companies may be entering your account
without your knowledge.

19. Lifecycle Stage Setting
Lifecycle Stage is a default HubSpot property that many
organizations use as part of their marketing and sales process.
However, many don’t realize there is default behavior associated
with this field.
● Find it under Settings -> Objects -> Contacts -> Lifecycle
Stage
Whether it’s the syncing of Lifeycle Stages from Companies to
Contacts, or simply the default stages associated with certain
actions, these settings are worth understanding for anyone using
this field.

20. Marketing Email
Sending emails is one of the most common HubSpot tasks.
However, between lists, templates and campaigns, it can
also produce a lot of clutter in the system.

21. Subscription Types & Pages
Every email being sent requires a subscription type to be picked,
but many users don’t understand the implications of different
subscription types.
● Find your subscription types under Settings -> Marketing ->
Email -> Subscriptions
In that menu you’ll also find your subscription management
pages, which is a brand touchpoint that is frequently forgotten.

22. Subscription Types & Pages
Every email being sent requires a subscription type to be picked,
but many users don’t understand the implications of different
subscription types.
● Find your subscription types under Settings -> Marketing ->
Email -> Subscriptions
In that menu you’ll also find your subscription management
pages, which is a brand touchpoint that is frequently forgotten.

23. Marketing Email Templates

24. Marketing Email Templates

25. Lists
List are, by far, the most common source of clutter in a HubSpot
instance. They are simple to create, many users have
permissions to do it and it’s easy to simply leave them
● Find your lists under Contacts -> Lists
There is also a lack of understanding amongst users about other
tools - views and reports, for example - that can get them the
information they need.

26. Put section title here
Forms
Capturing information about prospects is the goal of all
marketers using HubSpot. Doing so in the most efficient and
scalable manner shouldn’t take a back seat.

27. Non-HubSpot Forms
By default HubSpot will have a feature called Non-HubSpot
Forms enabled. This feature attempts to identify submissions
from third party forms on pages with the HubSpot tracking code
enabled.
● You can find it under Settings -> Marketing -> Forms ->
Non-HubSpot Forms
You will recognize that the feature is enabled if you see forms in
your list of forms with a # prefix. This can result in redundant
form submissions if you have those forms integrated in another
way.

28. Form Notifications
Generally, there will be someone that wants to get notified when
a form is submitted. Each form has notification settings but
there are some limitations.
● You can find your form notification settings on the Options
tab of each form.
● Personal notification settings can be found under Settings -
> Notifications -> Form Submissions
If you require routing of form submissions you’ll need to use a
workflow to accomplish this.

29. Thank you