HubSpot CRM Governance
This portfolio project shows how JITAI Systems designed a controlled HubSpot operating model for CRM governance, contact review, task creation, workflow safety, and evidence-based execution.
Executive summary
A read-only audit of the full contact population showed that records existed but the operating layer did not: most contacts had no owner, no scheduled next step, and no logged outreach. Adding automation on top of that foundation would have scaled the gaps instead of closing them.
So the project deliberately avoided uncontrolled automation. It defines who owns a record, what its review status is, and what single task should exist at any moment. Task creation is idempotent, status changes stay in human hands, and every proposed CRM write is inspected, dry-run, and approval-gated before anything executes. The result is a CRM operating model a small team can trust and audit.
Verified audit findings
Full population, no sampling. Counts reconciled through two independent read paths. No revenue impact is claimed.
System architecture
A contact exists in the CRM with whatever data arrived with it.
Every contact carries an explicit review status that gates all downstream behavior.
Ownership is assigned before follow-up work is created, and an existing owner is never overwritten.
One follow-up task per eligible cycle, guarded by an idempotency flag on the contact.
A separate reset path clears the task flag so a contact can re-enter the cycle deliberately, never accidentally.
Records that fail data or eligibility rules queue for human review instead of silently proceeding.
Every proposed change is inspected, dry-run, and logged so the system stays auditable.
Governance model
Statuses decide what the system may do with a record. They gate review queues and workflow eligibility without ever sending uncontrolled communications.
The contact is owned and in a live follow-up cycle with a due task.
The contact requires human review before any follow-up work is created.
No recent activity. The contact is parked and excluded from active cycles until deliberately re-enrolled.
The record is missing data that routing depends on. It queues for cleanup, not automation.
Deliberately outside the governed cycle. Nothing is created for these records.
Reviewed and corrected. The record carries its history and can re-enter a cycle under the normal rules.
Workflow controls
The design uses a deliberately small two-workflow pattern. The primary workflow, Active Follow-Up Ownership, assigns ownership and creates the single follow-up task for eligible contacts. The reset workflow, Reset Active Follow-Up Task Flag, clears the idempotency flag so a contact can re-enter the cycle only when that is the explicit intent.
Both workflows are designed against a fixed contract of things they will never do.
Evidence
Every visual is either a verified aggregate or a clearly labeled sanitized reconstruction. No live portal screenshot appears anywhere in this project.
Testing and validation
Nothing below is collapsed into a single working label. Each area is reported at the level it has genuinely reached.
Verified
Pinned synthetic
Authenticated only
Not yet tested
Planned
Blocked
My role
Justin Maher designed, built, tested, and documented the system end to end, including the decision about what was safe to release and what stayed gated.
Responsibilities
Technology
Tool names are listed for compatibility context only. Trademarks belong to their owners. No partnership, endorsement, or certification is implied.
Limitations
The honest boundary is part of the system. These constraints are deliberate and they are published with the work.
Case study
The six-page case study covers the audit scope, verified findings, risk controls, proposed remediation, what was not executed, and the evidence classification for every claim.
Public-safe PDF
Verified internal portfolio audit. No CRM records were changed and synthetic data is used in all public visuals.
Fixed-scope next step
The CRM Revenue Leak Audit traces ownership, follow-up, stale records, estimates, and workflow gaps across the systems you already use.