Audits & Assessments

Systems & Instance Health Assessment

Systems & Instance Health Assessment is a diagnostic engagement that inspects the technical condition of your HubSpot portal or CRM instance: automation, properties, permissions, and accumulated debt. It is built for companies running on a portal that has grown for years without anyone owning its overall health.

Book discovery callMessage us
PhaseDiagnostics
EngagementProject
DisciplineRevOps Audit

The problem this solves

Portals age the way codebases do. Workflows built by people who have left, firing on triggers nobody remembers; hundreds of properties with three variations of the same field; permission sets that grant everyone everything because it was easier that day; integrations reconnected after each failure but never reviewed. Each item is small. Together they make every new project slower, every report suspect, and every admin change a gamble, because nobody can predict what a modification will break.

How we work

We inspect the instance layer by layer: automation inventory with every workflow catalogued and its purpose confirmed or flagged as unknown, property audit across objects with duplication and usage analysis, permission and team structure review, and a check of technical settings that silently degrade, like tracking configuration, sync errors, and deactivated users still owning records.

We work in the portal directly rather than from screenshots and interviews. Having built and maintained HubSpot portals since 2021 across 30+ instances, we know the specific corners where debt hides, including the ones the built-in audit tools do not surface.

The deliverable is an instance health report: what is solid, what is fragile, what is actively causing damage, each finding with severity and remediation effort. It gives whoever owns the portal next a real map instead of tribal knowledge, and it is the standard precursor to any serious build on top of an existing instance.

Deliverables

  • Full automation inventory with purpose, status, and risk per workflow
  • Property audit covering duplication, usage, and naming debt across objects
  • Permission and team structure review
  • Technical settings check: tracking, sync errors, orphaned ownership
  • Instance health report with severity and effort rating per finding

FAQ

What buyers ask before scoping.

How is this different from the CRM Data Model & Architecture Assessment?

This assessment covers the operational condition of the instance: automation, configuration, permissions, and debt. The architecture assessment evaluates the underlying design: objects, associations, and pipelines against your business model. A portal can be tidy but architected wrong, or well-designed but operationally decayed; the two assessments catch different diseases.

Will you fix problems as you find them?

Trivial, zero-risk items, yes, and we log every one. Anything touching live automation or data stays in the report, because changing a workflow mid-audit without understanding its dependencies is exactly the behaviour that created the debt. Remediation is a separate, scoped effort once you have the full picture.

What access do you need?

Admin or near-admin access to the portal, read-only where your policy requires it. There is no data export involved and no changes are made without agreement. Most of the assessment is us reading the portal the way an incoming senior admin would, just faster and against a checklist built from 30+ portals.

Brief first, scope follows

Sounds like your situation?

30 minutes, your calendar, no slide deck. We tell you honestly whether this module fits.

Book discovery call