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HubSpot Hub

Sequences

Setting up a couple example ones they can clone

Territories

Focusing Key States first

Reports

Calls & Emails

Leads List, Focus Healthcare, Government, it?

Report Review

Workflow and Pipeline Coverage?

HubSpot Optimization

Page Views, Users & Teams, Archived Fields,

Quarterly.

🔎 Step 1 – Audit Current Users

Export full user list from HubSpot.

Check:

Last login date (spot inactive >90 days).

Seat type & cost (are they using paid Sales Pro/Enterprise seats or free/view-only?).

Team assignment (some users may be floating without a team).

Flag:

Inactive users (no activity in 90+ days).

Deactivated users (remove or set as “Unassigned").

Duplicate accounts (sometimes staff get added twice with different emails).

🧹 Step 2 – Clean Up Users

Deactivate accounts for anyone who left CLH/BDSE or isn’t touching HubSpot anymore.

Reassign ownership of deals/contacts before deactivating (important to avoid orphaned records).

Downgrade seats: If someone only needs reports or dashboards, convert to “View Only” instead of a paid seat.

🏗️ Step 3 – Optimize Teams Structure

Based on your Phase-1 Teams design:

Proposed Teams Layout

Lighthouse Sales (CLH)

BDSE Sales (Delaware)

RFP/Bid Team

Contract Renewals

Admin & Strategy (You, Kathy, Jennifer, etc.)

View-Only (finance, ops, execs needing dashboards only)

(Later: add “East Rep” and “West Rep” teams once territories are finalized — reps slot under those.)

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👥 Step 4 – Prep for New Reps

Create placeholder accounts now so onboarding is smooth (assign team, permissions, pipeline view).

Set default dashboards & reports tied to their team, so when they log in day one they see:

Their pipeline (by stage, weighted value).

Activity tracker (calls/emails/meetings).

Territory accounts list.

Assign sequences & templates to their folders (email, call scripts, etc.).

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📊 Step 5 – Reporting & Permissions

Automate reporting so leadership sees clean roll-ups by team (CLH vs BDSE vs RFP).

Use the 4-Phase HubSpot Report Plan:

Collect → 2. Extract → 3. Synthesize → 4. Deliver one-pager.

Permissions:

Reps: Only see their pipeline & territory.

Leads (you, Jen, Kathy): Full visibility across pipelines.

View-Only users: Can see dashboards, not edit records.

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✅ Outcome: Clean user list, no wasted paid seats, simple team structure aligned to sales/reps, and the two new hires land in HubSpot with everything ready.

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