CRM SETUP CHECKLIST
HubSpot and Pipedrive
Version 1.0

Thanks for downloading this checklist. Here is what you have and where to start.


WHAT IS IN THIS DOWNLOAD
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1. CRM Setup Tracker.xlsx
   The working file. Eight tabs:

   Start Here            How to use the file, plus overall progress tracking
   HubSpot Setup         69 tasks across eight phases, with HubSpot menu paths
   Pipedrive Setup       The same 69 tasks, mapped to Pipedrive's menus
   Field Setup           33 fields to create, with type, dropdown values and
                         whether each one should be required
   Naming Conventions    The naming rules that keep your CRM searchable
   Data Import           The eleven-step import routine
   30-Day Plan           Week-by-week actions after go-live, with dates that
                         calculate from your go-live day
   Health Check          A twelve-point scorecard for day 30, day 90 and quarterly

2. CRM Setup Guide - HubSpot & Pipedrive.pdf
   Sixteen pages covering how to choose between the two systems, the decisions to
   make before you log in, pipeline and field design, naming conventions, importing
   without wrecking your data, POPIA, automation and reporting, go-live, and a
   troubleshooting section for when adoption slips.


START HERE
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  1. Read Section 1 of the guide and pick HubSpot or Pipedrive. Ten minutes.
  2. Open the workbook and delete the setup tab for the system you did not choose,
     so nobody works off the wrong list.
  3. Work through Phase 0 on paper before you log in to anything. This is the part
     people skip, and it is the reason most CRM rollouts have to be redone.
  4. Assign an owner and a date to every task, then work down the list in order.
  5. After go-live, switch to the 30-Day Plan tab.

Total effort is roughly 27 hours, best spread over two to three weeks.


THE COLOUR CODE
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  Blue cells    You type here - status, owner, dates and notes.
  Grey cells    Calculated for you. Do not overwrite them.
  Cream cells   Settings you may want to change.

Set the Status dropdown as you go and the progress percentages update themselves,
on each setup tab and on the Start Here tab.


USING THIS IN GOOGLE SHEETS
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Upload the .xlsx to Google Drive and open it with Google Sheets. Every formula
used is supported. Dropdown lists usually carry across; if one does not appear,
select the column and re-apply it with Data > Data validation.


TWO IMPORTANT NOTES
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Menu paths. These reflect HubSpot and Pipedrive layouts as at September 2026.
Both vendors move settings from time to time. If a path has changed, search the
setting name in the product's own search bar - the task itself still applies.

POPIA. Section 7 of the guide describes commonly accepted good practice under
the Protection of Personal Information Act. It is general information, not legal
advice, and it does not cover every situation. If you process personal
information at scale or in a regulated sector, have a qualified attorney review
your position.


SUPPORT AND UPDATES
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If something does not work as described, email help@thepipelinefixer.com and I will help.
If a menu path has moved or you spot an error, tell me - the corrected version
replaces this one at thepipelinefixer.com/templates and goes out to everyone on
the notes list.


Built for: South African small businesses setting up a CRM for the first time
