cleanup-dashboards

# Cleanup Dashboards Audit HubSpot dashboards to remove clutter and consolidate reporting. Too many dashboards means nobody uses any of them effectively. ## Important Limitation HubSpot does not provide a Dashboard API. This entire process must be performed manually in the HubSpot UI under Reports > Dashboards. ## Prerequisites - HubSpot portal access with dashboard management permissions - Input from team members on which dashboards they actively use ## Step-by-Step Instructions ### Stage 1: Before — Inventory All Dashboards 1. Navigate to Reports > Dashboards in HubSpot. 2. Create a spreadsheet listing every dashboard: - Name, owner/creator, number of reports, last viewed date (if visible), purpose ### Stage 2: Execute — Identify Candidates for Removal Flag dashboards matching any of these criteria: 1. **Not viewed** in 90+ days (check with the owner first) 2. **Duplicate** dashboards covering the same metrics 3. **Test dashboards** (names containing "test", "draft", "copy of") 4. **Personal dashboards** belonging to departed employees 5. **Default dashboards** that were never customized Consolidation targets: - Merge dashboards with overlapping report widgets into a single comprehensive dashboard. - Aim for 5-10 core dashboards maximum (e.g., Marketing Overview, Sales Pipeline, Email Health, Data Quality, Executive Summary). ### Stage 3: After — Clean Up and Reorganize 1. Delete confirmed unused dashboards. 2. Rename remaining dashboards with a clear naming convention (e.g., `[Team] - Purpose`). 3. Set appropriate sharing/visibility for each dashboard. 4. Communicate changes to the team — share links to the consolidated dashboards. ### Stage 4: Rollback - Deleted dashboards cannot be restored. - Before deleting, screenshot each dashboard or note which reports it contained. - Individual reports within a dashboard are not deleted when the dashboard is removed — they remain available for re-use. ## Tips - Assign a dashboard owner for each core dashboard — someone responsible for keeping it current. - Review dashboards quarterly as part of the database cleanup routine. - If a report on a dashboard shows stale or broken data, fix the underlying report rather than creating a new dashboard.