Template
Quarterly CRM audit checklist
A repeatable review of the whole build.
Purpose
Use this checklist every quarter to keep the CRM clean after the initial build. The audit catches drift in pipelines, tags, fields, calendars, workflows, imports, campaigns, assets, and reporting.
When to Use This Template
- Once per quarter for any active CRM account
- Before a major campaign or traffic push
- After several workflows or forms have been added
- When reports no longer match team reality
- When the system feels slower, messier, or less trusted
How to Use It
- Review each area in the same order every quarter. Sort findings into archive, fix, document, or rebuild. Assign an owner and due date for every issue that needs action.
Template / Checklist Content
Audit Information
| Item | Notes |
|---|---|
| Account or subaccount | |
| Audit date | |
| Reviewer | |
| Last audit date | |
| Major changes since last audit |
Quarterly Review Areas
| Area | What to check | Issues found |
|---|---|---|
| Pipelines | Stage names, stuck opportunities, Won/Lost logic, Follow-Up Later rules | |
| Tags | Duplicates, naming convention, old campaign tags, dependency risk | |
| Custom fields | Field types, duplicates, unused fields, dropdown options | |
| Custom values | Phone, booking link, support email, address, footer, policy links | |
| Calendars | Owners, availability, buffers, reminders, external sync, booking tests | |
| Workflows | Duplicate triggers, stop conditions, history, wait steps, owners | |
| Imports/data | Batch tags, source/consent status, duplicates, missing fields | |
| Email campaigns | Audience, exclusions, links, bounces, complaints, replies | |
| Forms/assets | Form mapping, source tracking, QR links, thank-you actions | |
| Reporting | Source reporting, pipeline reports, bookings, useful dashboard view |
Issue Sorting
| Issue | Category: archive/fix/document/rebuild | Owner | Due date | Status |
|---|---|---|---|---|
Before You Finish
- ✓Issues assigned to owners
- ✓Live-contact risks prioritized
- ✓Fixes that need testing are marked
- ✓Next quarterly audit date scheduled
- ✓Monthly mini-checks scheduled where needed
- ✓Audit note saved where team can find it