PortalPilot is a CRM health analysis tool for HubSpot. It connects to your portal via OAuth, analyzes your properties, data quality, and process alignment, and gives you composite health scores, AI readiness assessments, and prioritized recommendations. Think of it as an independent audit of your HubSpot setup.

RevOps teams who want to measure and improve their CRM health. HubSpot partners who audit client portals. And anyone managing a HubSpot portal who wants to know what to fix first. It works on every HubSpot tier, from Free to Enterprise.

Is my HubSpot data safe?

Yes. We use OAuth 2.0 for authentication — we never see or store your HubSpot password. We read your property configurations for analysis. Write access is only used for optional property management features (like pushing templates), and every write operation is auditable with rollback support. You can revoke access anytime from your HubSpot settings.

What data do you access?

We access property definitions, object schemas, and metadata about your CRM structure. We do not access individual contact records, emails, or sensitive customer data. Our analysis focuses on your CRM configuration, not your customer information.

Are you GDPR compliant?

Yes. All data is hosted on Hetzner Cloud in Finland (EU). AI processing runs through Mistral AI in Paris, France. We have zero US subprocessors. We provide full data export and deletion capabilities, and a Data Processing Agreement (DPA) is available on request. You can delete your account and all associated data at any time.

What do I get for free?

The free plan gives you health scores for every object, CRM adoption metrics, industry benchmarks, and quick win suggestions — enough to understand the state of your portal. You get 12 analyses per year. Diagnostics, detailed recommendations, trend analysis, and exports require a paid upgrade starting at €199/year.

Is this a subscription?

Yes. Individual portal plans are billed annually (€199/year for Premium, €399/year for Pro) and include unlimited monthly refreshes. You can cancel anytime — your access continues until the end of your billing period. HubSpot Partners have annual subscription options for multiple portals.

The free plan lets you thoroughly assess your portal health before upgrading. Because you can evaluate the product before paying, we don't offer refunds after purchase. If you have concerns, contact us — we're committed to making PortalPilot valuable for your team.

Which HubSpot plans do you support?

PortalPilot works with all HubSpot plans — Free, Starter, Professional, and Enterprise. Some advanced scores (like methodology tracking) may show limited data on Free plans due to available features, but core health analysis works on any plan.

How long does the analysis take?

Initial analysis typically completes in 1-3 minutes, depending on the size of your portal. Larger portals with hundreds of custom properties may take slightly longer. You will see a progress indicator while we analyze.

Will this affect my HubSpot performance?

No. We use HubSpot's official APIs with rate limiting built in. Analysis uses read-only access and has no impact on your portal performance or your users' experience.

Can I disconnect PortalPilot?

Yes, anytime. Go to your HubSpot settings → Integrations → Connected Apps and revoke access. You can also delete your PortalPilot account entirely, which removes all stored data.

CRM Health Glossary

Key terms and definitions for HubSpot CRM health analysis, data quality, and AI readiness.

AI Readiness

A measure of how prepared your CRM data is to power machine learning models and AI features. High AI readiness means your data is complete, consistently formatted, well-associated, and has sufficient activity depth for pattern recognition.

Association Analysis

The evaluation of how well CRM records are linked to each other — contacts to companies, deals to contacts, tickets to companies, etc. Healthy associations enable accurate reporting, proper attribution, and effective automation.

BANT

A deal qualification framework that evaluates Budget, Authority, Need, and Timeline. Used to determine whether a prospect is a good fit before investing significant sales effort. PortalPilot's BANT Readiness score checks whether your deal properties capture these four dimensions.

Breeze AI Readiness

Specifically how prepared your HubSpot data is for HubSpot's Breeze AI features — including Breeze Intelligence (data enrichment), Breeze Copilot (AI assistant), and Breeze Agents (autonomous workflows). Requires clean, complete, well-structured data across all object types.

CLG (Community-Led Growth)

A growth strategy where community engagement, referrals, and advocacy drive acquisition and retention. In a CRM context, CLG readiness means tracking community participation, referral sources, and advocate status as contact properties.

Composite AI Readiness Score

A weighted score that combines six data quality dimensions — completeness, consistency, association health, activity depth, governance maturity, and compliance readiness — into a single percentage indicating how well your CRM data can support AI and machine learning features.

CRM Health Score

A numerical rating (typically 0-100) that evaluates the overall quality, completeness, and effectiveness of your CRM data and configuration. It aggregates multiple data quality metrics into a single actionable score, similar to a credit score for your database.

Data Governance

The policies, processes, and standards that ensure CRM data is accurate, consistent, secure, and useful over time. Includes property creation approval processes, naming conventions, data entry standards, access controls, and regular audit schedules.

Data Quality Audit

A systematic review of your CRM data to identify issues like incomplete records, inconsistent formatting, duplicate entries, orphaned associations, and unused properties. Audits can be point-in-time (one-off) or continuous (ongoing monitoring).

GTM (Go-To-Market)

The strategy and alignment between sales, marketing, and customer success to bring a product to market. GTM Motion in PortalPilot measures how well your CRM data supports this alignment — lead source attribution, marketing-to-sales handoff, and pipeline source visibility.

ICP (Ideal Customer Profile)

A detailed description of the company that would get the most value from your product. Defined by firmographic attributes like industry, company size, revenue, and geography. ICP Alignment in PortalPilot checks whether your CRM has the fields needed to identify and score accounts against your ideal profile.

MEDDIC

An enterprise sales qualification framework: Metrics, Economic Buyer, Decision Criteria, Decision Process, Identify Pain, Champion. More detailed than BANT, used in complex B2B sales. PortalPilot's MEDDIC Readiness score checks whether your deal and contact properties support this methodology.

NRR (Net Revenue Retention)

A metric that measures the percentage of recurring revenue retained from existing customers over a period, including expansion (upsells, cross-sells) and contraction (downgrades, churn). An NRR above 100% means you're growing revenue from existing customers. PortalPilot's NRR Readiness score checks whether your CRM can track the signals needed to calculate this.

PLG (Product-Led Growth)

A growth strategy where the product itself drives acquisition, activation, and retention — typically through free trials, freemium tiers, or self-serve onboarding. In a CRM context, PLG readiness means tracking product usage events, activation milestones, and conversion triggers as contact or company properties.

Portal Health

The overall state of a HubSpot portal's configuration, data quality, and operational effectiveness. Encompasses property hygiene, data completeness, association health, workflow efficiency, and alignment between CRM setup and business processes.

Property Hygiene

The ongoing practice of maintaining clean, organized, and purposeful custom properties in your CRM. It covers property naming conventions, eliminating duplicates, removing unused fields, ensuring consistent data types, and documenting property purposes.

Property Sprawl

The uncontrolled growth of custom properties in a CRM over time. Typically caused by multiple teams creating fields without coordination, leading to duplicate properties, inconsistent naming, and an overwhelming number of unused fields.

RevOps Maturity

The degree to which an organization has aligned people, processes, data, and technology to drive predictable revenue growth. Measured across dimensions like process alignment, data governance, technology utilization, and team structure — typically on a 5-level scale from Ad Hoc to Optimized.

SPICED

A deal qualification framework that captures: Situation (context), Pain (problems), Impact (consequences), Critical Event (deadline or trigger), and Decision (criteria and process). Used by modern sales teams as an alternative to BANT. PortalPilot's SPICED Alignment score checks whether your deal properties map to these five dimensions.

Zombie Properties

CRM properties that exist in the schema but contain no data or are no longer used by any active workflow, report, or team. They add noise to the interface and make it harder for users to find the fields that matter.