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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
HubSpot’s native contact deletion workflows have significant limitations. You can’t automatically delete contacts based on inactivity alone, and bulk deletion requires manual list management or complex configurations that may violate data retention policies.
A more sophisticated approach uses preventive staging rather than reactive deletion, giving you granular control over cleanup criteria while maintaining audit trails and compliance.
Build preventive staging and automated cleanup using Coefficient
Coefficient provides a better approach by creating engagement scoring systems that identify truly unresponsive prospects before implementing cleanup actions. This prevents the need for mass deletion by managing prospect flow more intelligently.
How to make it work
Step 1. Import and analyze existing contact engagement patterns.
Use Coefficient to import your existing HubSpot contacts into Google Sheets with engagement data like email opens, website visits, and form submissions. Create engagement scoring formulas that identify contacts with zero activity over 90+ days across multiple criteria.
Step 2. Set up automated engagement scoring and classification.
Build formulas that automatically classify contacts as “Active,” “Dormant,” or “Removal Candidate” based on engagement patterns. Include criteria like no email opens, no website visits, no form submissions, and number of outreach attempts without response. This creates a systematic approach to identifying truly unresponsive prospects.
Step 3. Create conditional cleanup workflows with audit trails.
Schedule weekly imports of contact engagement data from HubSpot and apply your scoring formulas. Use Coefficient’s conditional exports to move contacts that meet specific removal criteria. Set up the DELETE export action for contacts with zero engagement over your threshold period while maintaining complete audit trails in Sheets.
Step 4. Implement safeguards and recovery options.
Before any deletion, check for recent deal associations, upcoming scheduled activities, custom “do not remove” flags, or high-value company indicators. Create automated snapshots to preserve historical data before cleanup actions, allowing for easy reversal if needed.
Clean your database without losing valuable data
This approach provides much more sophisticated contact management than HubSpot’s basic workflows, with granular control over deletion criteria and built-in safeguards. You can maintain database hygiene while preserving compliance and audit capabilities. Set up your automated cleanup system today.
