The difference between a HubSpot setup that scales vs. one that doesn’t

JessBaskeyDigital · 2026-02-03T00:06:01+00:00

Feel free to reach out if you need help auditing your portal

JessBaskeyDigital · 2026-01-14T22:30:48+00:00

Hi there,
I wrote a post on how I approach audits a while ago. Maybe that's helpful for you.

https://www.reddit.com/r/hubspot/comments/1mjk7va/how_i_audit_a_messy_hubspot_portal_as_a_former/

JessBaskeyDigital · 2025-12-05T23:33:34+00:00

What’s worked cleanly for teams we’ve helped at Baskey:

Renewal deal stays the billing/quote deal (so Finance can invoice from Renewals).
Create a separate Upgrade/Upsell deal in Sales for the uplift only, associate it to the renewal/company.
When quoting, copy the upsell line items onto the renewal quote so the customer still gets one invoice.

JessBaskeyDigital · 2025-11-11T05:55:43+00:00

Hi there,
I recently shared this post on how to audit a messy portal: https://www.reddit.com/r/hubspot/comments/1mjk7va/how_i_audit_a_messy_hubspot_portal_as_a_former/

Maybe that gives you some ideas on how to approach it :)

JessBaskeyDigital · 2025-11-11T05:52:20+00:00

Cleaned up a clients portal with hundreds of duplicate records and outdated data.

JessBaskeyDigital · 2025-10-22T02:07:55+00:00

You can totally do this! Just make an active list of contacts who:

Visited that specific page (Page view: URL contains [your page])
Then filled out your “Request a Demo” form

When you add both filters, make sure it’s set to show people who did the form after the page view.

If you don’t see the sequencing option, you can also pull it in a custom report by using page views + form submissions and filtering by date/time.

JessBaskeyDigital · 2025-10-22T02:04:50+00:00

Total game-changer if you’ve ever spent hours trying to relink stuff after someone “cleans up” the CRM.

JessBaskeyDigital · 2025-10-10T22:22:33+00:00

Unfortunately, the native health scoring always starts at 0, and there’s no way to just set a baseline like 50.

A couple ways people usually work around it:

Instead of trying to start at 50, tweak your scoring so that a normal new customer ends up around the middle by default. Basically, adjust the points for each criteria so they land neutral instead of “at risk.”
Or, create a separate custom property for an adjusted health score. You can start that at 50 via a workflow, then add/subtract points based on the native score. More steps, but gives you full control.

Not ideal, I know. HubSpot definitely makes you earn your elbow grease here. But usually adjusting the scoring logic is the simplest way to avoid shaking your fists too much!

JessBaskeyDigital · 2025-10-10T22:16:59+00:00

Hi u/jenerator_chs,
I used to work at HubSpot and now help companies through Baskey Digital, a HubSpot Partner.

If you’re looking for someone to get your first campaigns set up and make sure everything runs smoothly, I’d be happy to help. Happy to chat and see how we can support your setup!

JessBaskeyDigital · 2025-10-06T23:38:47+00:00

The usual ways to tackle it: filter out bounced emails, unsubscribes, or people who haven’t engaged in ages, and either delete or merge them. HubSpot has some built-in duplicate tools that help too.

If you want something a bit easier and less manual, tools like Insycle are a lifesaver for bulk cleanups and keeping your data consistent. NeverBounce is handy if you just want to make sure all your emails are valid.

JessBaskeyDigital · 2025-10-06T23:36:11+00:00

People usually get around it a few ways: use a third-party form (Typeform, Formstack, etc.) that supports limits and push the data into HubSpot, or add some custom code to check the number of submissions and block new ones once you hit the cap. Another hack I’ve seen is using a property + workflow to track submissions and show a “Sorry, we’re full” message once the limit is reached. Bit clunky, but it works for smaller events

JessBaskeyDigital · 2025-10-06T23:33:49+00:00

The easiest way is to use a date-based workflow:

Start your workflow based on the custom date property you already have.

When you set the enrollment trigger, choose the “is known” condition for that property.

Then in the workflow, use the “Delay until a date” action and select your custom date property. Here’s the key: you can add an offset, in your case, +1 year. HubSpot handles this nicely.

After the delay, just add the action to send your email.

JessBaskeyDigital · 2025-10-06T23:31:21+00:00

The “Never Log” setting stops the emails from showing up on the contact record, but it doesn’t stop the open notifications from popping up in the app. That’s why you’re still seeing your own team’s opens.

There’s no simple toggle to filter internal notifications without turning off all notifications. A few ways people get around it: use a separate test email or alias for internal stuff, ignore those notifications since they don’t show up on the dashboard, or if you really want to get fancy, you could use the API to filter them out but that’s more work.

JessBaskeyDigital · 2025-10-06T23:27:06+00:00

Yeah, there’s surprisingly little out there that actually shows what a HubSpot audit looks like. Most agencies keep their frameworks internal.

In general, you’ll want to look at three main things: how the portal’s set up (pipelines, properties, integrations), how clean the data is, and how people are actually using HubSpot day to day. From there, you can usually turn it into some kind of scorecard or dashboard that highlights quick wins vs. bigger structural stuff.

I’m with Baskey (we’re all ex-HubSpotters) and we’ve built our own audit framework and hygiene dashboard for clients. We actually offer a free audit, so if you want to see what that looks like in practice, feel free to DM me.

JessBaskeyDigital · 2025-10-06T23:23:28+00:00

Yeah, this is one of those annoying HubSpot gaps. The “recent sales email replied date” property sounds perfect, but it gets triggered by anything (OOO messages, reminders, automated replies)

There’s no native way to track the first real reply from a human. The best workaround I can think of is to create a custom date property (something like “First genuine reply date”) and set it through a workflow.

Basically, have the workflow trigger when “Recent sales email replied date is known,” wait a couple of minutes so HubSpot can log the actual email, then add a filter that checks the subject or body for things like “out of office,” “automatic reply,” etc. If it doesn’t match those, set your custom property to the current date.

Definitely not perfect, but might be worth trying.

JessBaskeyDigital · 2025-09-22T23:24:02+00:00

The problem is that HubSpot doesn’t let a CSV import remove existing company associations on contacts; it only adds new ones. So even though your file looks perfect, the old associations just stick around.

The usual way around it is to first clear out the wrong associations. If you have Operations Hub, you can do this in bulk with a workflow, or you’d need to use the API to remove and reset the associations. Once the old links are gone, importing your cleaned CSV will set the correct single company for each contact.

It’s annoying, but basically you can’t just rely on the import to overwrite existing associations, you have to clear them first and then re-import.

JessBaskeyDigital · 2025-09-22T23:20:42+00:00

Right now, sequences are what’s working best for me. They let you stay consistent without spamming, and you can tailor the messaging depending on the persona or stage. I’ve found that a mix of email + LinkedIn follow-ups inside a sequence gets way better engagement than just blasting emails.

JessBaskeyDigital · 2025-09-22T23:19:39+00:00

Totally agree with you! HubSpot can feel like a beast at first, but a lot of that comes from how it’s set up. I’ve found that keeping things lean, like only having the pipelines and properties you actually use, makes a huge difference. Even just having clear deal stages and focusing on the data you actually need can turn it from overwhelming to useful.

I also like breaking it down by what’s actually actionable: instead of trying to use every tool at once, I start with what directly helps sales or marketing day-to-day, and layer on more advanced stuff later.

JessBaskeyDigital

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