quarterly-database-cleanup

# Quarterly Database Cleanup A structured quarterly audit that catches data drift before it becomes a crisis. Run this at the start of each quarter (or monthly if the database is large or fast-growing). ## Prerequisites - HubSpot API token in `.env` - Python with `hubspot-api-client` installed via `uv` - Previous quarter's report (for trend comparison) — optional on first run ## Audit Checklist ### 1. List Health - Count total active lists, static lists, and unused lists (zero members) - Identify lists not referenced by any workflow or email - Flag duplicate or overlapping lists ### 2. Bounce Monitoring - Count contacts with 1, 2, and 3+ bounces - Hard bounce rate vs. previous quarter - Review contacts flagged by bounce monitoring workflow ### 3. Data Quality - Missing email, company, industry, country, lifecycle stage - Compare percentages to previous quarter - Flag any property completeness that dropped more than 5% ### 4. Scoring Calibration - Review lead score distribution (histogram) - Check MQL conversion rate — are high-scoring leads actually converting? - Adjust scoring model if conversion rate is below 10% or above 50% ### 5. Engagement Metrics - Active contacts (engagement in last 90 days) as % of total - Zombie contacts (no engagement in 6+ months) as % of total - Email open rate and click rate trends ### 6. Property Cleanup - Custom properties with zero populated records - Properties not used in any list, workflow, or form - Test/temp properties that should be archived ## Step-by-Step Instructions ### Stage 1: Before — Gather Baselines 1. Locate the previous quarter's report (if it exists) in `reports/`. 2. Run `/hubspot-audit` to get fresh numbers across all dimensions. ### Stage 2: Execute — Deep Review For each checklist item above: 1. Pull current metrics via the HubSpot API (reuse audit script patterns). 2. Compare to the previous quarter's numbers. 3. Flag any metric that worsened by more than 5 percentage points. 4. Document specific contacts, lists, or properties that need action. ### Stage 3: After — Generate Report Save a report to `reports/quarterly-cleanup-{YYYY-Q#}.md` with this structure: ```markdown # Quarterly Database Health Report — YYYY Q# ## Summary | Metric | Last Quarter | This Quarter | Change | |--------|-------------|-------------|--------| | Total contacts | XX,XXX | XX,XXX | +X% | | Data completeness | XX% | XX% | +X% | | Bounce rate | X.X% | X.X% | -X% | | Zombie contacts | XX% | XX% | -X% | | Unused lists | XX | XX | -XX | ## Action Items 1. [item with owner and deadline] 2. ... ## Detailed Findings [One section per checklist item with metrics and recommendations] ``` ### Stage 4: Rollback This is a read-only audit — no rollback needed. Action items from the report are executed separately through their respective skills. ## Scheduling - Set a recurring calendar reminder for the first Monday of each quarter. - Assign an owner for each action item in the report. - Review the previous quarter's action items for completion before starting the new audit.