How often should you review HubSpot?
The leadership review, every quarter, before closing targets or renewing licenses. Administrator tasks, such as the workflows Unused tab or duplicates, are worth checking every month.
Guide · Portal diagnostic and governance
Quarterly HubSpot review in Chile and Latin America: what should you check so leadership can trust the data?
A quarterly HubSpot review goes through eight areas in the same order: users and seats, properties, duplicates, pipelines, workflows, integrations, reports and marketing contacts. In each one you look at one indicator, give it a status and compare it with the previous quarter. That way leadership at a B2B company in Chile or Latin America knows which numbers it can use to decide and which ones to fix before the next board meeting.
- 8 minute read
- Eight areas, one indicator each
- Traffic light for leadership
- Chile and Latin America
What each area of the review decides
| Area | Decision it feeds |
|---|---|
| Users and seats | Which seats to renew or reassign |
| Properties | Which data to require and at which stage |
| Duplicates and formatting | Whether the customer count is reliable |
| Pipelines and close dates | Whether the forecast can be presented |
| Workflows | Which automation has an owner |
| Integrations | Which data source is still alive |
| Reports | Which number is the official one |
| Marketing contacts | Which tier to pay at renewal |
Why review HubSpot every quarter and not only when something breaks?
Because the portal changes every week, and HubSpot's signals only help if someone sets them up and checks them. Users come and go, properties get created for a campaign, an integration stops bringing data and open deals pile up overdue close dates.
The quarter fits the decision rhythm of a B2B company in Chile or Latin America: closing targets, the forecast and, sometimes, a license renewal.
Who prepares the review and who decides?
The HubSpot administrator or RevOps prepares the data the week before: one indicator and one status per area. Sales leadership and the general manager decide in a short meeting what gets fixed, who owns it and by when.
If the administrator decides alone, priorities stay technical; if leadership reviews without prepared data, the meeting turns into opinions. The one-page minutes, with area, status, decision, owner and date, are compared the next quarter.
How do you read the result?
With a traffic light and the trend. Green: within what was agreed. Yellow: it got worse, but the number is still usable. Red: the data is not reliable and gets fixed before it is used.
The trend says more than the value: twice as many deals with an overdue date as three months ago usually signals that the sales team's routine changed. An area in red two quarters in a row is no longer maintenance, it is a design problem.
What should you avoid during the review?
Archiving or merging without checking what depends on each piece: archived properties are permanently deleted after 90 days and merged records cannot be reverted.
It is also a bad idea to make fields required when a record is created: reps tend to enter any value to move on. Ask for the data at the stage where it is known, with the pipeline's conditional stage properties.
Step by step in HubSpot
The quarterly review checklist, area by area
Some areas depend on your plan: Data Quality needs Starter or higher; workflows and duplicate management need Professional or Enterprise, and marketing contacts apply only with Marketing Hub.
- 01
Users and seats
Under Settings > Users & Teams, the Seats tab shows each user's seat, invitations and last activity. Flag anyone with no activity in a quarter and, in the Users tab, check who the Super Admins are. Decide what to reassign before renewing.
- 02
Properties leadership uses
Under Settings > Properties, open the properties used in leadership reports and check where each one is used and its fill rate. If key data comes in empty, decide at which stage to require it.
- 03
Duplicates and formatting
Under Data Management > Data Quality, review Manage duplicates and Formatting issues. Note the pending pairs and decide whether the customer count is reliable or needs cleanup.
- 04
Pipelines and close dates
Build two views of open deals: with the Close date already past and without a Next activity date. Count the lost deals without a Closed lost reason. Decide whether the forecast can be presented as is.
- 05
Workflows
Under Automation > Workflows, review Needs review, with errors in the last 7 days, and Unused, turned off or without actions in 90 days. Confirm each owner and decide what gets fixed, paused or documented.
- 06
Integrations and connected apps
Under Settings > Integrations > Connected apps, check Needs your attention and, in the app list, who installed each one and its last activity. Decide which connection has an owner and which one is not needed.
- 07
Reports and definitions
Under Reporting > Dashboards, check that every number on the leadership dashboard has a written definition and an owner. Decide which number is official.
- 08
Marketing contacts
From your account name > Account & Billing > Marketing Contacts, check how many you have and the next update date. Decide who becomes non-marketing before that date.
What it looks like done right
What changes when the review repeats every quarter?
- Leadership knows which numbers it can present and which ones come with a warning.
- Every area has an owner, a status and a date.
- You reach the license renewal with each user's activity in view.
- The review aims to surface problems there, not in front of the board.
Common mistakes
What we see most often in portals across Chile and Latin America
Reviewing the portal only when a number does not match in front of the board.
Archiving properties for low usage without checking what depends on them.
Paid seats in the name of people who left the company months ago.
Open deals with an overdue close date that distort the forecast.
Straight answers
Frequently asked questions
What is the difference between an audit and the quarterly review?
An audit is a full inventory, useful when you inherit a portal or change partners. The quarterly review repeats a few indicators and compares them with the previous quarter to see the trend.
Who should be in the meeting?
Whoever administers HubSpot, who prepares the data, and those who decide: sales leadership and the general manager. In companies across Chile and Latin America with marketing or service in the same portal, add the heads of those teams.
Which seat should someone who only reads reports get?
A view-only seat. On Starter, Professional and Enterprise they are free and unlimited: they can view records, dashboards and reports, but cannot edit records, save reports or change settings.
Can I archive the properties nobody uses?
First check where they are used: when you archive one, HubSpot shows its fill rate and the assets that prevent archiving it, such as a workflow or a form. Archived properties are permanently deleted after 90 days.
Can a duplicate merge be undone?
No. Merged records cannot be reverted. Pairs you rejected can be recovered up to 14 days later from View history, as long as the records did not change in that time.
Learn more
- How to find forgotten workflows in HubSpot
- How to manage your sales team in HubSpot every week
- Why two HubSpot reports show different numbers
- How to know if a HubSpot integration stopped working
- How not to overpay for marketing contacts in HubSpot
- Which HubSpot licenses a B2B company needs
- How to design the stages of a sales pipeline in HubSpot
- HubSpot CRM audit for B2B teams and startups (in Spanish)
How we solve it at Revenue Hub Latam
HubSpot Diagnostic and a review that holds
Revenue Hub Latam, a HubSpot Platinum Partner in Santiago, Chile, runs the first full review with the HubSpot Diagnostic and keeps it going in Managed HubSpot, with a quarterly committee and the inventory in your name. To get a comparable score between reviews, you can start with HubSpot Audit, from Revenue Hub Latam; our tools come from problems we solve with clients in HubSpot. From the Revenue Hub Latam team that built PortalSync: Most-voted pitch, Pitch Contest · HubSpot Partner Summit LATAM 2026, Bogotá.
HubSpot Diagnostic
In 10 hours we inventory workflows, integrations, properties, reports, permissions and usage, with the risk list and a prioritized backlog.
See the DiagnosticQuarterly review in operations
In Managed HubSpot we reconcile the key numbers every quarter in committee, with a living inventory and everything in your name.
See operations plansAutomatic audit of your portal
HubSpot Audit connects to your portal through OAuth and the audit only reads data. In its full version it reviews the data model, pipelines, usage, automation, governance and marketing, and returns a 0 to 100 score you can record in the review notes and measure again next quarter.
Explore HubSpot AuditTeam rules inside each record
With HubCoach, from Revenue Hub Latam, and its Chrome extension, your team turns the criterion agreed after a finding into a rule visible inside the HubSpot record, with the guidance to fix it; the person reviews and saves.
Explore HubCoachReplicate a clean base to another portal
If your company runs more than one portal, PortalSync, from Revenue Hub Latam, copies properties, pipelines and workflows and keeps a log of each copied item.
Explore PortalSyncSimulate seats before renewing
The license simulator from Revenue Hub Latam gives a preliminary estimate of the hubs, tier and seats your team needs before the renewal.
Open the simulator
The guarantee that applies
- It’s yours.
Workflows, integrations, code and keys documented and in your name. If you change partners, you lose nothing.
We put them in writing because they are what we control.
Who writesRoberto Guerra
Designs the CRM architecture, integrations and operation of each account. He writes these guides from what he sees every week in HubSpot portals of B2B companies across Chile and Latin America.
Meet the team30 minutes with Roberto.
We review one concrete problem, its impact and your starting point. No demo and no access to your CRM.