Template
CRM cleanup checklist
Reduce sprawl without breaking active flows.
Purpose
Use this checklist to reduce CRM sprawl without breaking active flows. Cleanup should be controlled, documented, and tested before anything is deleted or disabled.
When to Use This Template
- When the CRM has too many tags, workflows, fields, or forms
- After a quarterly audit identifies clutter
- Before rebuilding a messy account
- Before applying a snapshot
- When the team no longer trusts reports or automation
How to Use It
- Inventory clutter first. Check dependencies before deleting, disabling, merging, or renaming anything. Sort each issue into an action category and test the live paths after cleanup.
Template / Checklist Content
Cleanup Inventory
| Asset | Type | Problem | Dependency checked? | Action | Owner |
|---|---|---|---|---|---|
Dependency Check
- Workflow triggers checked
- Smart lists checked
- Forms checked
- Campaigns checked
- Reports checked
- Snapshots or reusable templates checked
- Team owners consulted
Cleanup Actions
| Action | Use for | Notes |
|---|---|---|
| Archive | Old workflows, campaigns, forms, smart lists, test assets | |
| Merge | Duplicate contacts, duplicate tags, duplicate fields after review | |
| Rename | Unclear but active assets that need better naming | |
| Disable | Risky or old automations that should not fire | |
| Rebuild | Assets too messy to safely edit | |
| Document | Rules, owners, source, and future review dates |
Before You Finish
- ✓Test key forms
- ✓Test key calendars
- ✓Test active workflows
- ✓Check source reporting
- ✓Check one imported/contact batch if relevant
- ✓Confirm no live links broke
- ✓Confirm team knows what changed