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RootCheck · CRM Health Report
71
Workable foundation
March 14, 2026
Data Trust
64
Process Integrity
78
System Utilization
73
Findings: 3Needs attention: 3Safe to DIY: 2
Shaky ground (0–40)Leaking (41–70)Workable foundation (71–90)Dialed in (91–100)
Lowest pillarData Trust · 64/100Start here first
What we found

Three things worth your attention.

Data TrustNeeds attention
Duplicate company records
Same business, different spellings or domains. Mostly the residue of older imports and form fills before validation was added.
IMPACT

Account histories are scattered across two or three records. Hard for reps to see the full picture.

How to fix this
  1. 01In HubSpot, go to Contacts > Companies > Actions > Manage duplicates. HubSpot's own pairing catches most of these.
  2. 02In each pair, keep the record with the real activity history.
  3. 03Merge the obvious ones. Skip anything you're unsure about. Merges can't be undone.
Data TrustWorth watching
Contacts missing lifecycle stage or lead source
Lifecycle stage or original source is blank on a sizeable subset of contacts.
IMPACT

Funnel and source attribution lean on incomplete data.

How to fix this
  1. 01In Contacts, filter where Email or Lifecycle stage is unknown. Save the view.
  2. 02Backfill the segments your active lists and workflows actually touch. Skip the rest for now.
  3. 03Find which form or import created the gap before you automate a fill. Automating a fuzzy rule spreads the fuzz.
Process IntegrityWorth watching
Open deals not updated recently
Some open deals haven't had activity in 60+ days. Closed-lost or pushed-out reasons aren't captured consistently.
IMPACT

Forecasts include deals that have quietly gone cold.

How to fix this
  1. 01Same saved view, 60-day threshold. These are the deals inflating your forecast.
  2. 02Agree on one default rule for a deal nobody has touched in 60 days. Close it, push it, or call it.
  3. 03Close or revive on purpose. Drift is a decision too, just one nobody made.
The pattern
“These aren't bugs. This is what a CRM looks like after real people used it, under real pressure, with nobody owning the system itself.”

I see this in most portals I open. For Data Trust specifically, the gaps accumulate quietly. Each record looks fine on its own. The pattern only shows up when you step back and look across the whole system.

Oscar Gonzalez
Oscar GonzalezFOUNDER · CRM LEAD · BLOSSOM AUTOMATION
Where to start

One move first. Then three more.

  1. Stabilize the data
    Merge the duplicates and backfill the most-used missing fields. Everything else gets easier after this field is mapped.
    EFFORT · mediumIMPACT · highBetter with support
    This one is worth doing together. GRAB TIME WITH OSCAR ↗
  2. Write the lifecycle rules down
    Rewrite lifecycle and stage definitions in the team's own words. Pin them where the team actually looks.
    EFFORT · lowIMPACT · highSafe to DIY
    Yours. Fifteen minutes in the portal.
  3. Make ownership visible at the handoff
    Most records lose their owner between teams, not within them. Fix the handoff and the ends take care of themselves.
    EFFORT · mediumIMPACT · mediumDIY with caution
    Yours, carefully. Screenshot the pipeline before you touch it.
  4. Build a review rhythm
    A 30-minute monthly CRM review prevents drift. One person, one recurring slot. This is the fix that prevents the next report.
    EFFORT · lowIMPACT · mediumSafe to DIY
    Yours. Fifteen minutes in the portal.
For your team

What each group needs to know.

LEADERSHIP
  • Pipeline data not reliable for forecasting
  • Revenue reports undercounting active deals
  • Structure is sound. A four-week cleanup stabilizes reporting
  • No rebuild required
SALES TEAM
  • Stage-based sequences not firing for most contacts
  • Deals missing close dates are inflating the pipeline.
  • One review session with deal owners corrects forecast immediately
MARKETING TEAM
  • Lifecycle-based lists pulling incorrect contacts
  • Attribution data directional, not definitive
  • Backfilling restores funnel visibility without rebuilding anything
Where you go from here

Three paths. No pressure.

Start with what is safe.
Steps 2 and 4 on the priority ladder can be done without risk. Good places to build momentum before touching anything structural.
Get a second opinion on the complex ones.
Lifecycle backfill and workflow audit touch records across the whole portal. The sequencing matters. A brief review maps what to fix, what to retire, and in what order.
Wait until the timing is right.
This report stays useful. If bandwidth is not there right now, knowing what is here is still valuable. The findings do not expire.
Recommended next step

Your data is the first thing to stabilize.

The Reset gives you a fixed scope and a written plan for exactly this. Everything else gets easier once the data's clean. RootCheck Live is where we figure out whether that's a Sprint or a Full Reset for you.

Book RootCheck Live
Stakeholder digest

The version you can forward.

DIGEST.TXT
Forwardable summary

RootCheck found that our CRM has a workable foundation, but a few data and process issues are making it harder to trust reporting and follow-up visibility. The first priority is cleaning up duplicate and incomplete records, then clarifying lifecycle rules so the team can make better decisions from the same source of truth.

Email-ready. Copy, paste, send.
Advisor note
“Your CRM does not need to be perfect to be useful. The job right now is to make the next decision clearer.”

Data Trust is your lowest pillar, but the gap is not structural. It is accumulated. The issues came in before there was a process to prevent them. The fix is methodical, not a rebuild. Start with step one on the priority ladder and the rest follows naturally. If any of this raises questions before you decide to act, I am happy to walk through it. No prep required on your end.

TALK THROUGH MY REPORT →
Oscar Gonzalez
Oscar GonzalezFounder · CRM Lead · Blossom Automation