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Evalu8: HubSpot Portal Audit
A centralized audit tool for reviewing HubSpot portal structure, usage, and risk areas
Evalu8 is an internal tool built by Aptitude 8 that audits HubSpot portals across nine key operational areas, giving our consultants structured visibility into configuration, asset usage, and risks, so every engagement starts with accurate data,.
The Challenge
HubSpot portals accumulate unused assets, inconsistent configurations, and overlapping workflows as organizations grow. Workflows, properties, forms, and permissions become difficult to manage without a clear view of how everything is used. Manually reviewing these areas is slow, prone to gaps, and scales poorly across complex portals or multiple clients.
Aptitude 8 built Evalu8 to eliminate that problem. Our consultants use it to surface configuration risks, usage gaps, and cleanup opportunities at the start of every engagement, with no risk of human error in the process. That means the team stays focused on strategy and execution, not data collection.
What It Is
Evalu8 is an internal auditing tool used exclusively by Aptitude 8 consultants. It analyzes HubSpot portals across nine key functional areas, giving our team an immediate, structured view of how a portal is configured and where risks or inefficiencies exist.
Core capabilities include:
- Secure connection to a HubSpot portal using a Service Key
- Comprehensive audit with customization for which functions to audit
- Structured results using summary cards, tables, and filters
- Comparisons of historical audit runs to track changes over time
- Results exported as Excel or branded HTML for documentation and analysis
Evalu8 is not a self-service product. It is part of how Aptitude 8 delivers more accurate, more efficient, and higher-quality HubSpot engagements.
Key Features
Evalu8 includes a set of core capabilities designed to make portal audits faster, more consistent, and easier to analyze across environments.
Nine Audit Areas
Reviews core portal functions across workflows, properties, forms, lifecycle stages, and permissions.
Flexible Audit runs
Run all areas at once or select specific areas based on operational priorities and needs.
Duplicate detection
Identifies potential duplicate properties across object types using similarity clustering
Workflow AI export
Export workflow definitions as JSON for analysis using AI tools like Gemini, Claude, or ChatGPT.
Historical Comparison
Compare audit runs over time to track configuration changes and portal usage trends.
Excel and HTML Exports
Download structured reports for documentation, sharing, and deeper analysis.
Form consolidation analysis
Surface forms with overlapping fields that may be strong candidates for consolidation efforts.
Multi-portal support
Manage and audit multiple HubSpot portals from a single dashboard.
Audit Areas
Evalu8 reviews HubSpot portals across nine core operational areas to surface configuration risks, usage patterns, and cleanup opportunities. Each section provides clear visibility into how the portal is structured and where improvements may be needed.
Teams & Permissions
Review user access, team structure, and role assignments across the portal. Identify governance risks and ensure permissions align with organizational needs.
Custom Objects
Review custom object structure and record activity across the portal. Ensure custom data models remain organized, relevant, and actively used.
Properties
Analyze property usage and structure across objects within the portal. Highlight unused fields, duplicates, and opportunities to simplify data models.
Lifecycle Stages
Analyze how records move through lifecycle stages across the portal. Identify funnel gaps, stalled progression, and configuration inconsistencies.
Workflows
Evaluate automation activity and workflow relationships across the portal. Identify outdated logic, redundant processes, and opportunities to streamline workflows.
Landing Pages
Audit landing page inventory and publishing activity across the portal. Surface outdated content, unused drafts, and template inconsistencies.
Forms & Marketing Emails
Assess form and email activity across the portal. Identify unused assets, low engagement, and opportunities to consolidate or clean up campaignss.
Record Sources
Break down how records are created across the portal environment. Provide clear visibility into integrations, imports, and data entry behavior.