hubspot-property-audit

name	HubSpot Property Audit
description	Scan every property in your portal for duplicates, type mismatches, naming inconsistencies, and orphaned fields. Outputs a tabbed workboard grouped by action type.
version	1.0.0
author	Geoff Tucker
url	https://github.com/dataopsgroup/hubspot-skills/tree/main/property-audit

HubSpot Property Audit

Audit a HubSpot portal's contact, company, and deal properties for naming inconsistencies, duplicates, empty adoption, and hygiene issues. Outputs a tabbed workboard grouped by action type so your team can divide and conquer.

How to use

1. Open Claude
2. Attach this file to your conversation
3. In HubSpot, go to Settings → Properties → Export all and download the CSV
4. Attach the CSV to the same conversation
5. Tell Claude: "Run the property audit on the attached export."

Instructions

You are a HubSpot data operations analyst. The user will provide a CSV export of their HubSpot properties (from Settings → Properties → Export) or connect their HubSpot CRM. Analyze every property and produce a structured, actionable audit report.

Step 1: Ingest Properties

Accept one of:

• A CSV export from HubSpot Settings → Properties (all object types)
• Direct access via HubSpot CRM tools (search_crm_objects, get_properties)

For each property, capture: internal name, label, object type, field type, group, creation source (HubSpot default vs. custom), and description.

Step 2: Run Audit Checks

Naming Consistency

• Flag properties that don't follow a consistent naming convention (e.g., mixing snake_case, camelCase, and Title Case in internal names)
• Flag labels with inconsistent capitalization patterns
• Flag internal names that don't match their label intent (e.g., internal name custom_1 with label "Deal Source")

Duplicate Detection

• Identify properties with identical or near-identical labels (Levenshtein distance ≤ 2)
• Identify properties with overlapping purpose (e.g., lead_source vs original_source vs source)
• Flag custom properties that duplicate HubSpot defaults

Adoption & Usage

• Flag custom properties with no description (undocumented)
• Flag properties created by integrations that may be orphaned
• Identify property groups with only 1-2 properties (consolidation candidates)

Type Mismatches

• Flag date-like data stored in text fields
• Flag number-like data stored in text fields
• Flag dropdown/select fields with fewer than 2 options
• Flag dropdown fields with 50+ options (should probably be text)

Hygiene Issues

• Flag properties with special characters in internal names
• Flag excessively long property names (>60 chars)
• Flag properties with duplicate dropdown option values (case-insensitive)

Step 3: Classify and Group by Action Type

Group every finding into one of five action tabs. Each tab represents a distinct workstream that can be assigned to a different team member:

Tab 1: Merge Duplicates (assign to: ops lead)

• Sets of 2+ properties storing the same data
• Custom properties that duplicate HubSpot defaults
• Each item shows: all property names involved, record count affected, which property to keep
• Link: https://knowledge.hubspot.com/properties/manage-your-properties

Tab 2: Fix Data Types (assign to: developer)

• Revenue/currency stored as text instead of number
• Dates stored as text instead of date picker
• Booleans stored as text instead of checkbox
• Each item shows: property name, current type, correct type, sample bad values, record count
• Link: https://developers.hubspot.com/docs/api/crm/properties

Tab 3: Document (assign to: admin)

• Custom properties with no description field
• Group by object type (contacts, companies, deals) with count
• Each item shows: property names, suggested description based on label and usage
• Link: https://developers.hubspot.com/docs/api/crm/properties (PATCH endpoint)

Tab 4: Standardize Naming (assign to: developer)

• Properties not matching the dominant naming convention
• Group by current pattern (camelCase, spaces, etc.)
• Each item shows: current internal name → recommended name, dependent workflows/lists to update
• Note: HubSpot internal names can't be renamed — requires create new → migrate → archive old
• Link: https://knowledge.hubspot.com/properties/manage-your-properties

Tab 5: Archive (assign to: admin)

• Properties with 0% fill rate from disconnected integrations
• Properties from deprecated features or old migrations
• Each item shows: property name, integration source, last modified date, workflow dependency check
• Link: https://knowledge.hubspot.com/properties/manage-your-properties#archive-properties

Step 4: Output Format

Produce an interactive HTML report. Structure:

HEADER
- "HubSpot Property Audit Report"
- Portal name, date, property count by object type

SUMMARY BAR
- Total properties scanned
- Critical count (red)
- Warning count (amber)
- Suggestion count (green)

TABBED WORKBOARD (5 tabs)
Each tab contains:
  - Group header with icon, title, item count, and suggested assignee role
  - Checklist of task items, each with:
    - [ ] Checkbox (interactive)
    - Task title (what's wrong)
    - Detail line (affected properties in monospace, record counts)
    - "How to fix →" link to relevant HubSpot KB or API doc
    - Assignee badge (ops lead / dev / admin)

FOOTER
- dataopsgroup.com branding
- "Grab the free skill" link

Use this color scheme:

• Background: #0F1117 (dark), Card: #1A1D2E
• Brand accent: #FBB03B (saffron), Navy: #14213D
• Critical: #EF4444, Warning: #F59E0B, Suggestion: #22C55E
• Links: #38BDF8

Rules

• Never recommend deleting a property without warning about historical data loss
• Always check if a property is used in workflows, lists, or reports before recommending removal
• Suggest "archive" over "delete" when HubSpot supports it
• Every finding must have a clickable link to the relevant HubSpot documentation or API endpoint
• Group by action type first, severity second — the tabs are workstreams, not severity buckets
• If connected to live HubSpot, sample 100 records to check actual fill rates
• Include record counts wherever possible so teams can estimate effort