HubSpot Governance Program - Protect Your HubSpot Investment

Overview

Is Your HubSpot Ownerless?

Most organizations rely on HubSpot every day, yet no one is truly accountable for keeping it healthy over time.

The HubSpot Governance Program provides ongoing governance, system management, and protection — preventing system decay, enforcing standards, and maintaining confidence in your data, workflows, and reporting.

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Automation & Engagement

THE PROBLEM

HubSpot Doesn’t Fail All at Once — It Drifts

Without clear ownership, HubSpot slowly becomes unreliable:

Fields get misused
Workflows break or overlap
Reporting loses trust
Changes pile up without standards
Protects against turnover and tribal knowledge

The result isn’t just a broken system — it’s a system your team stops trusting.

The HubSpot Governance Program exists to prevent that drift.

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Automation & Efficiency

The Solution

HubSpot Governance Program

The HubSpot Governance Program helps by protecting, stabilizing, and managing your existing HubSpot infrastructure so it continues to support revenue operations as the business evolves — without redesigning or rebuilding the system.

Think of it as operational ownership, not change management.

System Health and Stability

Workflow and Automation Reliability

Data Integrity and Enforcement of Standards

Reporting Accuracy

User access, permissions, and configuration

Controlled tweaks and adjustments to existing infrastructure

There are over 50+ task types you can submit >

“I needed help from HubSpot professionals who could assist with the more technical tasks while I handled the day-to-day. I loved the video recordings explaining how tasks were done. I also like the speed and thorough communication regarding tasks.”

Read Full Case Study

Derika @ Director of Digital ExperienceUnited Way of Metropolitan Dallas

Foundational System Ownership

Limited Governance

Best for teams that need HubSpot kept clean, stable, and functioning as-is.

What this level provides:

Maintain system stability
Ongoing maintenance of your existing HubSpot environment, including fixes, adjustments, and upkeep to keep the system running as intended.
Execute and manage requests
Task-based execution from the approved task catalog, with governance to ensure changes align with existing standards.
Protect data and workflows
Basic enforcement of data integrity, workflow reliability, and reporting accuracy within the current system model.

Guardrails:

Strategy (1 session)
30-minute training (1 session)
Up to 5 tasks monthly
Submit unlimited task requests
Portal Access (1 designated user)
No discovery or assessment
No documentation or enablement
No system or process redesign
No new infrastructure builds

Starting at

$2,500-$4,000 USD/mo

Active Governance and Oversight

Professional Governance

Best for growing teams where HubSpot must remain reliable as complexity increases.

What this level provides:

Everything in Limited Governance, plus:

Govern system health and consistency
Proactive monitoring to identify issues like broken workflows, data drift, or reporting inconsistencies — and correct them before they become problems.
Manage change intentionally
Coordinated adjustments across teams within the existing infrastructure, including backlog management and prioritization.
Surface risk and opportunity
Quarterly Platform Assessment to identify friction, risk, and signals that deeper work may be required.

Guardrails:

Strategy (2 sessions)
30-minute training (2 sessions)
2 active tasks at a time
Submit unlimited task requests
Monthly task action plan
Bulk deduplication
Portal Access (2 designated users)
No system redesign or architectural optimization
No documentation or enablement artifacts
No future-state modeling or transformation

Starting at

$4,500-$7,500 USD/mo

Highest level of ownership and accountability

Elite Governance

Best for organizations where HubSpot is mission-critical to daily operations.

What this level provides:

Everything in Professional Governance, plus:

Proactively manage a mission-critical system
Ongoing governance of complex HubSpot environments where reliability, accuracy, and uptime are essential to daily operations.
Oversee advanced operational complexity
Support for multi-team usage, integrations, advanced automation, and higher volumes of governed change within the current architecture.
Provide priority governance and responsiveness
Elevated attention, faster turnaround, and tighter coordination to support organizations where HubSpot is central to day-to-day execution.

Guardrails:

Strategy (3 sessions)
30-60 minute training (4 sessions)
3 active tasks at a time
Submit unlimited task requests
Monthly task action plan
Bulk deduplication
Data Hub support
Programmable Actions (Ops Hub)
Emergency Priority (2 tasks monthly)
Portal Access (4 designated users)
No system redesign or architectural optimization
No documentation or enablement artifacts
No future-state modeling or transformation

Starting at

$8,000-$15,000 USD/mo

A system for success

How the Pieces Work Together

Growth Opportunity Assessment
→ Identify misalignment, risk, and opportunity
Opt360
→ Assess, design, document, and build new or optimized infrastructure
HubSpot Governance Program
→ Maintain, manage, and protect the system long-term

Each service has a distinct role.

Together, they create clarity, change, and durability — without overlap.

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User Control & Enablement

FAQs

Frequently Asked Questions

Why the Governance Program vs. hiring in-house?

Hiring a full-time HubSpot system owner now often starts at $150,000 per year in payroll alone — before factoring in the additional costs that come with recruiting, onboarding, and employing a full-time role.

The HubSpot Governance Program delivers a dedicated team responsible for governing, managing, and protecting your existing HubSpot infrastructure — for less than the fully loaded cost of a single hire. You get immediate coverage, broader expertise, and continuous system ownership without the overhead, ramp time, or single-point-of-failure risk of staffing.

What tasks are available for request?

Please note that we offer a range of services from full CRM onboarding and optimization, to process improvement and enablement. The HubSpot Admin program is designed to support your team in the day-to-day tactical tasks, it is not intended for full project initiatives (Learn more about project work here).

To see a full list of tasks we can support, see the following HubSpot Admin Scope of Work.

What does "unlimited" really mean?

You have the freedom to submit as many task requests as you want. Think of it as creating a backlog of tasks for future implementation.

The only restrictions are the maximum number of tasks that can be delivered in your current billing cycle (3 for Limited subscribers) and the number of tasks that can be worked on simultaneously (2 or 3), which are determined by your subscription plan.

What is a monthly task action plan?

Seven days prior to your Premium or Elite subscription renewal, our team will reach out to you via email with the following question:

"As we look forward to the coming month, we want to understand the key challenges you're currently encountering in your business operations. How can we assist you in overcoming these obstacles through the power of HubSpot?"

When answers are received:

We will analyze your answers
We will brainstorm solutions
We will create and send you a list of recommended task suggestions to help you resolve these issues.
If approved, you can simply add the task to your list in your client portal.

This simple step will give us an action plan for the next month.

What does active tasks at a time mean?

In order to proceed with the next tasks in your "Accepted" stage queue, we require your confirmation to mark the tasks in the "Pending Approval" stage as "Complete."

Once it is approved, we start working on the next task.

Depending on your plan, we may work on multiple tasks at the same time, up to 2 or 3 for Premium and Elite Plans.

How do I submit tasks?

To initiate task requests, a designated user can fill out the task request form in your client portal or email us directly using the provide address.

No need to worry if you're uncertain about the accuracy of your submission. We meticulously triage each task to ensure a clear understanding of your goals.

For further details, please visit this article.

What is a Designated User? Designated Users are authorized to submit tasks on behalf of your team or organization. Tasks submitted by non-Designated Users will be closed and will not impact your plan limits.

Need more Designated Users? Talk to us about Designated User Add-ons.

How long does it take to deliver tasks?

Our goal is to deliver tasks for your review within 3 business days from the moment we start working on them.

Each task will be accompanied by a time estimation as we prioritize and assess it.

While tasks that are more customized or complex may require additional time.

Learn more here.

How do you communicate results?

You’ll receive proactive updates and transparent communication directly through your client portal, including comprehensive task details and recorded video walkthroughs for your review and approval.

*Changing, upgrading, or downgrading your account.

You can request to cancel, upgrade, or downgrade your account any time with a one-billing cycle written notice. Upgrades and downgrades are limited to once every 90 days.

Learn more here.